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892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 1151
DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 2151
Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 3151
IntrdtinIn current economic uncertaintamp thesupporting groups roe has been undergreat pressure to adapt to new businessreaities and changes (usiness across
industries are facing and competing withminima resources but greatere)pectations This course wi hep ou deveop a
new sis for todas chaengingbusiness environment
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 4151
Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 5151
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 6151
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 7151
Where do you Stand in Your
Organization
892019 Administrative Professional 1st file
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Trend amp Challenge in Suorting unction
Supporting
amproup
Supporting
amproup
Topanagement
892019 Administrative Professional 1st file
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 10151
Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
892019 Administrative Professional 1st file
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
ani 0en aing r+le$s
Al nl ne 0a $$niatin
892019 Administrative Professional 1st file
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
Al0as l) r i$r-e$ent Al eeti-e $$niatin
892019 Administrative Professional 1st file
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
892019 Administrative Professional 1st file
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
892019 Administrative Professional 1st file
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
t get tings dne 0it a$ini$$ ser-isin(
892019 Administrative Professional 1st file
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
892019 Administrative Professional 1st file
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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892019 Administrative Professional 1st file
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
892019 Administrative Professional 1st file
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
892019 Administrative Professional 1st file
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
892019 Administrative Professional 1st file
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1TTI5 A1
892019 Administrative Professional 1st file
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 29151
Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
892019 Administrative Professional 1st file
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 32151
hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
892019 Administrative Professional 1st file
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
892019 Administrative Professional 1st file
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
892019 Administrative Professional 1st file
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 36151
892019 Administrative Professional 1st file
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 38151
Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 39151
Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
892019 Administrative Professional 1st file
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
892019 Administrative Professional 1st file
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
892019 Administrative Professional 1st file
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
892019 Administrative Professional 1st file
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
892019 Administrative Professional 1st file
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EFFECTIVE HANDLING OFOFFICE PROBLEM
892019 Administrative Professional 1st file
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
892019 Administrative Professional 1st file
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
892019 Administrative Professional 1st file
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
892019 Administrative Professional 1st file
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
892019 Administrative Professional 1st file
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
892019 Administrative Professional 1st file
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
892019 Administrative Professional 1st file
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
892019 Administrative Professional 1st file
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DEVELOPING EFFICIENT
892019 Administrative Professional 1st file
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 61151
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 62151
S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
892019 Administrative Professional 1st file
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 64151
892019 Administrative Professional 1st file
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
892019 Administrative Professional 1st file
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
892019 Administrative Professional 1st file
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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892019 Administrative Professional 1st file
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
892019 Administrative Professional 1st file
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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892019 Administrative Professional 1st file
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
892019 Administrative Professional 1st file
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IntrdtinIn current economic uncertaintamp thesupporting groups roe has been undergreat pressure to adapt to new businessreaities and changes (usiness across
industries are facing and competing withminima resources but greatere)pectations This course wi hep ou deveop a
new sis for todas chaengingbusiness environment
892019 Administrative Professional 1st file
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Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
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Where do you Stand in Your
Organization
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Trend amp Challenge in Suorting unction
Supporting
amproup
Supporting
amproup
Topanagement
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
ani 0en aing r+le$s
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
Al0as l) r i$r-e$ent Al eeti-e $$niatin
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
t get tings dne 0it a$ini$$ ser-isin(
892019 Administrative Professional 1st file
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
892019 Administrative Professional 1st file
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
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ESO( EMOWEME(T CTIO(S
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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Bd langage sage
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
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5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
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lan your time
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
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+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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8 ist goas
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
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T O IE( TO O)SE9ES
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Learning int
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IntrdtinIn current economic uncertaintamp thesupporting groups roe has been undergreat pressure to adapt to new businessreaities and changes (usiness across
industries are facing and competing withminima resources but greatere)pectations This course wi hep ou deveop a
new sis for todas chaengingbusiness environment
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Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
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Where do you Stand in Your
Organization
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Trend amp Challenge in Suorting unction
Supporting
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JUST IMAGINEhellipJUST IMAGINEhellip
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Can the structure survive
with all the challenes
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Gr disssin
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
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W D Need t Set a Gal
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Te 4 Gals
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
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6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
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Aie-a+le
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
892019 Administrative Professional 1st file
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
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Bd langage sage
sing r +d langage in assisting
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5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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Ho (o o(o$ +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
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lt 5o it now
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
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Course ObjectiveHow You Can Improve Your Job Performance After Attending This
Coursehellip
- Abe to generate strategic thining - To increase our administrative vaue and innovative
- $eveop cost conscious attitude - To improve communication sis in-order to create
cooperation among our coeagues - Contribute as a team paer for organiationa growth
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Where do you Stand in Your
Organization
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Trend amp Challenge in Suorting unction
Supporting
amproup
Supporting
amproup
Topanagement
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
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Sel Manage$ent Deined As
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err$ed + ne ersn r + a gr indi-idals
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Delegating
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assign$ent t anter ersn r$al
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3ntrlling
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
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Aie-a+le
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Realisti
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Ti$el
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Tie Yr gals 0it r err$ane
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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$o get act and igures ready
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ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
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EE$-C )($ME(TS
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-SIC -EIES
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
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tis r $eetings tat get reslts
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The agenda
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bull Attendance Vital
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892019 Administrative Professional 1st file
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70)se visuals0
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+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
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net ti$e
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eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
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WE $I$ (OT (TO I00
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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Where do you Stand in Your
Organization
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Trend amp Challenge in Suorting unction
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amproup
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
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4rgani5ing
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3ntrlling
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Sel initiati-e
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
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S 9 Seii M 9 $easra+le
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
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Aie-a+le
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Realisti
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Ti$el
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
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20lan in advance0
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r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
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ta)e ntes str +ard resent i$rtant
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50$evelo guidelines0
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ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
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70)se visuals0
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+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
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$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
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resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Where do you Stand in Your
Organization
892019 Administrative Professional 1st file
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Trend amp Challenge in Suorting unction
Supporting
amproup
Supporting
amproup
Topanagement
892019 Administrative Professional 1st file
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
892019 Administrative Professional 1st file
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
ani 0en aing r+le$s
Al nl ne 0a $$niatin
892019 Administrative Professional 1st file
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
Al0as l) r i$r-e$ent Al eeti-e $$niatin
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
t get tings dne 0it a$ini$$ ser-isin(
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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T ) S T
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T)ST TS
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)(CE $IECTIO(
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
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department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
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Selecting a co++unication channel
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ar-al r annne$ent and et
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Co++unicating ith uest
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
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I D I nderstand
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Where do you Stand in Your
Organization
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Trend amp Challenge in Suorting unction
Supporting
amproup
Supporting
amproup
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
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sltins Ding rtine + li)e $aine
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
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3$nent Sel
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
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Realisti
Gals $st +e s$eting realisti and nt
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Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
892019 Administrative Professional 1st file
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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Bd langage sage
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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out -obs which less important and urgent O0 you might also
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8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Ho (o o(o$ +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
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8 ist goas
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
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Trend amp Challenge in Suorting unction
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
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Sel Manage$ent Deined As
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Delegating
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assign$ent t anter ersn r$al
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3ntrlling
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1TTI5 A1
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W D Need t Set a Gal
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eiter t gain $re rit t eand teir
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gr0 We d nt 0ant t ld te sa$e sitin
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
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reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
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5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
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Ti$el
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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$o get act and igures ready
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ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
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i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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8 ist goas
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
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JUST IMAGINEhellipJUST IMAGINEhellip
WITH POORSUPPORTING
Can the structure survive
with all the challenes
arun$
amplobal changes
Competitiveness
$nternal weaknesses
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
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3$nent Sel
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
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lan t d list
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
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Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
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0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
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Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
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gIts ) t ass
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aer r$le it and i s$ene -ilates a gideline tr0 it at te$
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Gr disssin
Have ou ever thin what wi ourcompetitor can do or wi do to be morecompetitive than our organiation
ist down + strateg that ou thin themight do
ets brainstorm and discuss
( minutes
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
892019 Administrative Professional 1st file
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
ani 0en aing r+le$s
Al nl ne 0a $$niatin
892019 Administrative Professional 1st file
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
Al0as l) r i$r-e$ent Al eeti-e $$niatin
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
t get tings dne 0it a$ini$$ ser-isin(
892019 Administrative Professional 1st file
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
892019 Administrative Professional 1st file
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
892019 Administrative Professional 1st file
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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ESO( EMOWEME(T
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$dentiy ( communications problem in your work
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WRAP UP
)ercise 6 ways communication
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MANAGING Y4R
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WE $I$ (OT (TO I00
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4ist down 8 new knowledge that you
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
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OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
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W D Need t Set a Gal
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Why need to +onitor our result
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To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
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To evaluate the 0O$ all key area will be measured either
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5iscussion4ist down ( goals that you think you
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)4)
To build eective Customer 0elationship by having a
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6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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EE$-C )($ME(TS
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
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5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
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$n planning and managing your
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
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We To do +(
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STES O( TIME M(EME(T
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8 ist goas
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WE $I$ (OT (TO I00
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
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Sel Manage$ent Deined As
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3$nent Sel
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Basi rinile 4
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4rgani5ing
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Delegating
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assign$ent t anter ersn r$al
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3ntrlling
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Sel initiati-e
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1TTI5 A1
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W D Need t Set a Gal
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eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
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H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
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Aie-a+le
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Realisti
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Ti$el
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
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EE$-C )($ME(TS
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-SIC -EIES
Te st$er8s need are ritial
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alit is e-erne8s +
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
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20lan in advance0
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0ill $$niate te reslts t ters nt artiiating in te
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The agenda
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bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
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50$evelo guidelines0
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70)se visuals0
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110Meeting closers0
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assigned a 0 0ill d 0at and + 0en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION
WITHOUT HAING )U COMMITMENT AN(
OWNERSHIP $
bull Ownership mean sense o belonging where current
strategic contet is similarly to think as a business partner
bull Terms o Hu+an resurce now days has converted toHu+an caital Though the contract o employment make
you serve as employee but through the business scenario
needs normally management would like you to be a artner
at your own capacity
bull Once you have the ownership and think as how the
business man think deinitely the you will give your ull
commitment
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Traditinal TrendSrting Gr
We nr$all amp sn eeding(
Araid t $a)e rsal r er
sltins Ding rtine + li)e $aine
Ne-er al r eerise reati-it
ani 0en aing r+le$s
Al nl ne 0a $$niatin
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Latest TrendSrting Gr
Get in-l-e in all $anage$ent $nent
Learn t $a)e +asi deisin
A+le t er sltins Kn0ing 0 t +rainstr$ and sl-ing
r+le$
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892019 Administrative Professional 1st file
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
t get tings dne 0it a$ini$$ ser-isin(
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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T ) S T
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T)ST TS
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)(CE $IECTIO(
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
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Selecting a co++unication channel
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ar-al r annne$ent and et
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Co++unicating ith uest
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3$$niating 0it serir
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
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Traditinal TrendSrting Gr
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
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Sel Manage$ent Deined As
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4rgani5ing
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tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
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Aie-a+le
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Realisti
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
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Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
892019 Administrative Professional 1st file
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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Bd langage sage
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
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-E(EIT OM EECTI9E TIME
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M(EME(T
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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Ho (o o(o$ +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
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Latest TrendSrting Gr
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
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Sel Manage$ent Deined As
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3$nent Sel
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4rgani5ing
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Delegating
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assign$ent t anter ersn r$al
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Eg Delegate s$e iling + r lleting
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3ntrlling
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Sel initiati-e
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
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H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
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Realisti
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Ti$el
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
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arr ertain 0eigt sre
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
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alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
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+Wat is te rse te $eeting
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gals and +eti-es
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20lan in advance0
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0ill $$niate te reslts t ters nt artiiating in te
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The agenda
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bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
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50$evelo guidelines0
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70)se visuals0
Mst ele an see 0at are resenting
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and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
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$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF
MANAGEMENT CONCEPTCOMPRISING OF PODC AND
SELF MANAGEMENT
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
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ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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aagee(
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3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
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Learning int
I ear I rget
I See I re$e$+er
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Manage$ent as +eendeined as amp Te art getting
tings dne trg ele(
1 Mary Parker Follett
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Sel Manage$ent Deined As
ampH0 d 0e se r reati-itaa+ilit s)ills and )n0ledge
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
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l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
892019 Administrative Professional 1st file
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
892019 Administrative Professional 1st file
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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Bd langage sage
sing r +d langage in assisting
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5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
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5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
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6 lan your works
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
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+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
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We To do +(
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Ho (o o(o$ +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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STES O( TIME M(EME(T
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8 ist goas
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lt 5o it now
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9rgent and
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WE $I$ (OT (TO I00
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4ist down 8 new knowledge that you
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you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
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Sel Manage$ent Deined As
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3$nent Sel
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Basi rinile 4
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4rgani5ing
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tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
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3ntrlling
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Sel initiati-e
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
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$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
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Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
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De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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F Tere is -ale in dierenes
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
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+Wat is te rse te $eeting
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gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
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0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
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70)se visuals0
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+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
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i$rtant +t nt diretl tied t te +eti-e
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
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resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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3$nent Sel
Manage$ent Basi riniles Manage$entlanning
4rgani5ingDelegating
3ntrlling
Sel initiati-e Assisting in r-iding sltins
De-eling 6ales
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
lan t sl-e te r+le$s
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
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CASE STUDY
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
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T)ST TS
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CE $IECTIO(
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department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
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where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
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et Cll01 0it r $$niatin
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Selecting a co++unication channel
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ar-al r annne$ent and et
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Co++unicating ith uest
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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5 P$a (e da0
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Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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9rgent ut ot
$mportant
$mportant but not
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Basi rinile 4
Manage$ent lanninglanning is a ress identiing r
deart$ent7 $an8s gal r +eti-eDeter$ining atins stes t +e ta)en in
aie-ing s rgra$ 7 gals
Eg lan r dail rtine 0r)
lan t d list
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
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Sel initiati-e
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Mar r+le$s 9 analst and araed H4D
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
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$nt t =) er $nt
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Realisti
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T inrease te Bns r$ $nt t =
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
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Eg T rede te statiner st r$ 2)
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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892019 Administrative Professional 1st file
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
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M(EME(T
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
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+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
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lt 5o it now
( +ave a scheduler
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
I See I re$e$+er
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
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t $nitr te reslt atal against
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
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Mar r+le$s 9 analst and araed H4D
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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4rgani5ing
Di-iding te ttal 0r) lad int ati-ities
tat an lgiall and $rta+l +e
err$ed + ne ersn r + a gr indi-idals
Eg 4rgani5ing 0r) lad tas) and et
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Delegating
We $a deined delegatin as te
assign$ent t anter ersn r$al
atrit and resnsi+ilit r arring tseii ati-ities
Eg Delegate s$e iling + r lleting
data t r ler) r reetinist
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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3ntrlling
3ntrl is +eing deined as sste$ati ert
t $nitr te reslt atal against
lanning and t ensre t aie-e 0at+eing lan
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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CO9EI( YO)SE
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T)ST TS
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
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se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
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See) t lari r ideas +ere $$niating
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Selecting a co++unication channel
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a-e t l) at
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ar-al r annne$ent and et
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Co++unicating ith uest
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3$$niating 0it serir
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
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Hel a-id ti$e nlit
Hels a-id eeling gilt
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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$mportant but not
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
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0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
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N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
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gIts ) t ass
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Sel initiati-e
3aa+le in $a)ing deisin and r-idesltin
Minr r+le$s 0i need r i$$ediateattentin an +e sl-e i$$ediatel + $a)ing0ise deisin and n need t reer t H4D
Mar r+le$s 9 analst and araed H4D
0it s$e sggestinMre nident and $etentReslt 4riented
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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1TTI5 A1
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
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-SIC -EIES
Te st$er8s need are ritial
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alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
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gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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W D Need t Set a Gal
All $an a-e teir 0n gals and +eti-e
eiter t gain $re rit t eand teir
+siness and et As $an gr0 r areer at als need t
gr0 We d nt 0ant t ld te sa$e sitin
and salar all te ti$e
We $a need t lan r ersnal
ad-ane$ent sa = ears r gt ears r$ n0
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Te 4 Gals
Gals an +e di-ided int t0 Ie srt
ter$s and lng ter$s
H0e-er gd Gals is a SMART Gals SMART Gals sld +e tied 0it $an
gals and +eti-e
S 9 Seii M 9 $easra+le
A1 Aie-a+le R1 Realisti T 9 Ti$el
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
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Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
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3$$niating 0it serir
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
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M(EME(T
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Why need to +onitor our result
To ensure we are in a right track $ in line withthe company goals and direction
e are able to sharpen our edge and a headof our competitor
To identify your weaknesses which need forimmediate training
To capitaliamped your performance for career
adancement To ealuate RO against your performance
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
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Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
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Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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892019 Administrative Professional 1st file
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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hat do you mean by ROI $ Return Of Investment
ll kind of (ob) function inole inestmentsuch as office euipment salary work stationand etc+
n inestment definitely epecting return
such as effectieness of serices cost
improement and ect
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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HOW (OES ampOUR )UNCTION IN- TO ROI ROI
Eectiveness eeting the departmental or organizational
reuirement
0 Cust+er satisactin $nternal or customer satisaction
on your services
1 Accurac23 ti+el23 4ualit2 o your services
5 Cst savin or within the budget
6 Achieve result
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
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Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
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alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
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disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
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8 ist goas
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( +ave a scheduler
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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To evaluate the 0O$ all key area will be measured either
through percentage o achievement and result customereedback and your perormance
$ your 0O$ is positive you are contributing towards
organization 0O$ 1ou are also adding value to your unction
2hat happen i your 0O$ is negative and whatever your
unctions is does not contribute towards company proit 3
4ets discuss
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
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T $lete dail assign$ent
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Aie-a+le
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Realisti
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T inrease te Bns r$ $nt t =
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
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Eg T rede te statiner st r$ 2)
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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o do such I being +easured
stabish our goa against the companltission Aign our core functions and set our
=PI using 1ltAT approach
1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
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Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
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ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
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aer r$le it and i s$ene -ilates a gideline tr0 it at te$
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
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It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Measra+le
Gals sld +e $easra+le 0ere an e-alate te err$ane r te reslt
Eg T inrease te rdtin -l$er$ gt t gtgt
T $lete dail assign$ent
T rede te ti$ing rearing $ntlrert r$ = das t das
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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CO9EI( YO)SE
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T)ST TS
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
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pp g
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Selecting a co++unication channel
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3$$niating 0it serir
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Bd langage sage
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5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
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Hel a-id ti$e nlit
Hels a-id eeling gilt
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
I ear I rget
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Measra+le
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T $lete dail assign$ent
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Aie-a+le
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$nt t =) er $nt
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Realisti
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T inrease te Bns r$ $nt t =
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Ti$el
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
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De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
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F Tere is -ale in dierenes
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
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0ill $$niate te reslts t ters nt artiiating in te
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
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ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
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50$evelo guidelines0
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70)se visuals0
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and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
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aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Aie-a+le
D nt set a gals 0ere it is i$ssi+le
t aie-e
Eg T +e a Manager in ne ear ti$e T rede te transrt st r$ gt) er
$nt t =) er $nt
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Realisti
Gals $st +e s$eting realisti and nt
l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
892019 Administrative Professional 1st file
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
892019 Administrative Professional 1st file
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
892019 Administrative Professional 1st file
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
892019 Administrative Professional 1st file
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
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ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
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Selecting a co++unication channel
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3$$niating 0it serir
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
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in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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3 Ma4e ed+ (e $a
5 P$a (e da0
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Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
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Learning int
I ear I rget
I See I re$e$+er
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Realisti
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l) te igre r$ s)
Eg T rede te transrtatin st r$gt) er $nt t =) er $nt
T inrease te Bns r$ $nt t =
$nts + net ear
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
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0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Ti$el
Gd Gals $st a-e a ti$e ra$e 0en
t aie-e
Te ti$e ra$e sld als realisti andaie-a+le
Eg T rede te statiner st r$ 2)
er $nt t gt) er $nt + rd r2gtgt
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
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Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
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Tie Yr gals 0it r err$ane
Set a earl gals in rder t tie it 0it r
err$ane
B ding s r annal err$anee-alatin 0ill +e $re ratial +ease it 0ill
arr ertain 0eigt sre
Y an als e-alate r rrent aie-e$ent
0it r ersnal ad-ane$ent lan
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
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lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
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aagee(
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3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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5iscussion4ist down ( goals that you think you
wish to achieve by net year 6778
9se the element o S0T in
establishing the goals
( minutes
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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)4)
To build eective Customer 0elationship by having a
reuent meeting rom monthly to ortnightly by Q 677lt
6 To increase the issuing invoices or domestic customerrom 67 to 87 daily by )nd o 5ec 677lt
8 To reduce the absenteeism rom 67= to gt= monthly by
arch 677lt
lt To establish a policy on handling problematic customer
by Qlt 677lt
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EFFECTIVE HANDLING OFOFFICE PROBLEM
892019 Administrative Professional 1st file
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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892019 Administrative Professional 1st file
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
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892019 Administrative Professional 1st file
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-E(EIT OM EECTI9E TIME
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M(EME(T
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Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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EFFECTIVE HANDLING OFOFFICE PROBLEM
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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CO9EI( YO)SE
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T ) S T
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T)ST TS
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CE $IECTIO(
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
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See) t lari r ideas +ere $$niating
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lt 3nslt +e ters 9 +e reared
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et Cll01 0it r $$niatin
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Selecting a co++unication channel
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ar-al r annne$ent and et
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Co++unicating ith uest
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3$$niating 0it serir
Cr$al and reset
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
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aagee(
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5 P$a (e da0
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Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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atin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
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9rgent ut ot
$mportant
$mportant but not
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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OW TO I()E(CE YO) -OSS
$o get act and igures ready
Study on the ro and cons
ble to rovide alternatives on solution
oo +atters ro+ dierent angle
ocus on co+any or deart+ental interest
resent and ocus +ore on beneit0
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
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It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
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$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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EY I(CIES
Maintain and enane sel estee$
Listen and resnd 0it e$at
As) r el and enrage in-l-e$ent
De-el Trst
892019 Administrative Professional 1st file
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
892019 Administrative Professional 1st file
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
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Te Da+$0 $a
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Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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EE$-C )($ME(TS
SE3ICI3 SIN3ERE BALAN3E
4SITI6E CEEDBA3K
Wat 0as said and dneW eeti-e
CEEDBA3K C4R IMR46EMENTWat 0as said and dne
Sggest alternati-es
W alternati-e is $re eeti-e
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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-SIC -EIES
Te st$er8s need are ritial
2 Anting an +e i$r-ed
alit is e-erne8s +
lt Te ersn ding te + )n0s it +est= ele deser-e reset
Tea$0r) 0r)s
F Tere is -ale in dierenes
In-l-e$ent +ilds $$it$ent
Srt +ild sess
gt Y $a)e te dierene
Te 0a $$niate tat is te resnd tat get
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
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aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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Anne an ld a $eeting Cr$ing a 0r) gr and ndting a
rdti-e $eeting 0e-er is a greater allenge Tis artile as
tis r $eetings tat get reslts
10$eter+ine the outco+e or objective o the +eeting0
Ha-ing a lear rse ges a lng 0a t ensring a
sessl t$e As) rsel and7r te artiiants
estins li)e
aWat 0ld +e te $st -ala+le ting 0e lda$lis 0it r ti$e
+Wat is te rse te $eeting
H0 des tis $eeting ntri+te t te rgani5atinal
gals and +eti-es
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
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$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
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Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
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$mportant but not
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important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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20lan in advance0
A+raa$ Linln 0as ntris r lanning and said tat r e-er
r sent lanning it 0ld sa-e rs in i$le$entatin3nsidering te ret ailre rates in rgani5atins it 0ld +e ard
t arge 0it i$
Deter$ine te te $eeting ie r+le$ sl-ing +rain str$ing
disse$inatin inr$atin etJ and 0at r$at 0ill srt tatrse
Assess 0at inr$atin r ter rearatin 0ill +e needed H0
0ill $$niate te reslts t ters nt artiiating in te
$eeting +t 0 need t +e arised te t$e
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
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Measre reslts
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
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what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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T 4 t + i
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
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lt 3nslt +e ters 9 +e reared
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et Cll01 0it r $$niatin
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Selecting a co++unication channel
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ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
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$an nidentialit
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
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Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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The agenda
A good ageda o$d oampe (e)o$$o+g aea
bull Overall purpose of the meeting
bull Date
bull Timings
bull Place
bull Objectives (allows people to prepare)
bull Attendance Vital
bull Responsibilities
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
892019 Administrative Professional 1st file
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
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$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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atin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
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70)se visuals0
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+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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40oles0
Deter$ine 0at rles 0ill +e needed ie s$ene t
ta)e ntes str +ard resent i$rtant
inr$atin etJ Te $st ritial rle is te
ailitatr Tis ersn is resnsi+le t $eet te$eeting +eti-e )ee it n tra) and tatll
ensre n ne ersn d$inates te $eeting Selet
a ailitatr 0 0ill $a)e sre te grnd rles are
ll0ed and $aintain a netral stane
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50$evelo guidelines0
Tese are ten reated ne and resed in s+seent $eetings It is
ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
+3nidentialit
N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it
eStart and end n ti$e
Dnt resent a r+le$ 0itt +eing a+le t resent a sltin
gIts ) t ass
We a-e nd tat a n 0a t enre gidelines is t ta)e a iee
aer r$le it and i s$ene -ilates a gideline tr0 it at te$
It )ees te $d ligt 0ile still sending a -er i$rtant $essage
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
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i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
I See I re$e$+er
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50$evelo guidelines0
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ell t list te$ n sters r li arts tat an +e reerred +a) tagain and again S$e ea$les are
aN ritiis$
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70)se visuals0
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and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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Bd langage sage
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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-E(EIT OM EECTI9E TIME
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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Learning int
I ear I rget
I See I re$e$+er
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70)se visuals0
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and 0ite +ards t set te agenda +rainstr$ r
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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70)se visuals0
Mst ele an see 0at are resenting
+etter tan te an ear it Ding +t 0ill ensrer $essage gets arss se li arts slides
and 0ite +ards t set te agenda +rainstr$ r
resent ideas
80The aring lot0
It an +e eas t get st) n isses tat $igt +e
i$rtant +t nt diretl tied t te +eti-e
te $eeting sing a li art list te ite$s as te
$e At te end te $eeting resl-e 0atatins need t ta)en t deal 0it te$
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
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$$niated
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$an nidentialit
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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110Meeting closers0
Wra ea $eeting + s$$ari5ing 0at 0as a$lised
Here is a +rie e)list
aHa-e tas)s tat 0ere reated dring te $eeting +een
assigned a 0 0ill d 0at and + 0en
+Were te +eti-es te $eeting $et I nt is anter
$eeting reiredH0 eeti-e 0as te $eeting Wat ld 0e i$r-e n r
net ti$e
dWat did get t te $eeting
eWat isses ARKING L4TJ a$e tat 0e 0ere na+le t
resl-e Wat atins stes sld +e ta)en
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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DEVELOPING EFFICIENT
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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DEVELOPING EFFICIENT
ADMINISTRATIVE
OFFICERSPROFESSIONAL
BY
TIMES MANAGEMENT TRAINING SDN BHD
Dtraining slidesMENGENAL WATAK 2t
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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S$ 4)TT)0 C0OSS O9T
Copy down this row o letter S$4)TT)0S
Cross si letters rom the line so that it become one
common )nglish word
( inutes
892019 Administrative Professional 1st file
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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)motions have never been completely welcome in our work
lives ost o us have traditionally been conditioned to leave
emotions Aat homesB
nd yet most o us believe that emotions are undamental
part o who we are and working with others
ccording to eter Salovey pioneer in )$ said )motions
tell you to run away when youre araid to ight when youre
angry and to mate when youre happyB
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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H5 ltTI5A ACTI51 T 1ITATI51amp
$5T AAY1 REALIE WHAT IS BEHIND THAT
ACTI5 IT I1 IMPORTANT TO STOP AND AS-
Y1 B HY $ I T51 A5$ T I$5TIY
TH I5 (HI5$ IT
T1 IT $5 Y ACTI5 T TH I5 1ITATI51D8 5o paring space avaiabe
E A teephone ine is bus and ou cannot mae a ca
+ ast minute assignment given to ou with a short dead ine
3 (eing tod on rida that ou need to wor on weeend9 1udden rainstorm and ou dont bring our umbrea
ne of the e)ampe on the conse0uence with the emotions
- I fee )(a(ed not getting a paring and it o+$ed 0
ood in the morning meeting
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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)$ is a type o social intelligence that involve the ability tomonitor ones own and others emotions to discriminate
among them and to use the inormation to guide ones
thinking and action
Or the simple way to understand is how we and other eelwhy we eel that way and what can be done about it
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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anaging aspects o )$ $nvolving skills Skills that need to
practice and take times There is no pills or emotionalintelligence
$t is on going process
Those ( process has been distilled into ( competencies as
ollows
Sel awareness
6 Sel regulation
8 Sel otivation
lt )mpathy
( )ective relationship
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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bull SE) MOTIATION
bull 0ecognize that emotion aect perormance
bull$dentiy your eplanatory style when setback strikes resist
asking A whats wrong with meB instead ask what can $ i3
bull work to achieve Alow stateB being in the moment with
work task
892019 Administrative Professional 1st file
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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bull EMPATHamp
bull )mpathy means recognizing and responding appropriately to
the emotion o others
bull y epressing empathy you also create empathy in others
bull 0ealize the emotion impact towards the productivity and
saety
bull REATIONSHIP
bull $nluence and persuade others
bull uild consensus and support team goals
bull otivate and inspire yoursel and others those goals
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 72151
892019 Administrative Professional 1st file
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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oss is chasing on deadline 2eGve got an important call to make
but weGre waiting or one more piece o inormation that was
promised to us two hours ago 2e have meeting to attend ThereGs
never enough time There are so many things to do and so little time
in which to get them done 0eports are due ro-ect deadlines arecoming up ma-or client hasnGt paid your latest invoice and there
are bills to be paid net week Stress is closing in on all o us Stress
is aecting not only the way we do business but our bodily health
at the same time 2hile we canGt make stress go completely away
there are some things we can do to reduce our stress levels and
make us happier and more productive which reduces our stress
levels and makes and so on and so on
(OES THIS SOUN( )AMIIARhellip
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
892019 Administrative Professional 1st file
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
892019 Administrative Professional 1st file
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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Stress
Stress +eing deine as a ressre against r $ind
and e$tinal 0i lead t +e$e angr tense
sad r rstratin A $ini$$ le-el ressre is gd r s t )ee
n err$ing
T $ ressre ld
aet r ealt
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
892019 Administrative Professional 1st file
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
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$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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++$e
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5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
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Maage ee(+g
lt De$ega(e o ae 0o
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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4-er$ing stress 3ntrl r 0a lielan r r dail ati-it D dierent ting
n dierent daslan r tre and d nt l) at $ista)e r
ailreSt s$)ing and ta)e less aeine drin)s
D eerise at least
2gt $intes and das a 0ee)
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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Change the ay e are thining Identi te tin)ing a+it and get rid te negati-e tin)ing and at te
sa$e ti$e de-el siti-e tin)ing
Learn t l) tings in dierent -ie0 in rder t nderstand teratinale
Sare r tgt and eeling 0it lse riend in rder t release teressre
Enrage t 0rite d0n r tin)ing t analst Tae a brea
I$$ediatel ta)e a srt +rea)
Rela and +reat sl0l
I neessar ta)e a 0al) and l) s$eting green r ta)e srt na
Ta)e a lng s0er r g r +d $assage G r lidas
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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ction lan or high energy leaving
ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin
D nt d ting last $intes7 a-e a rerlan
Start da in te $rning 0it a gd$issin state$ent
Al0as +e siti-e
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 85151
STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
892019 Administrative Professional 1st file
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
892019 Administrative Professional 1st file
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 91151
STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 93151
STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 96151
bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 84151
STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 85151
STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 86151
STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 87151
STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 88151
STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 89151
892019 Administrative Professional 1st file
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 92151
STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 93151
STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 96151
bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 98151
bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 100151
bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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STESSltEE TI = 1
WHEN IN DOUBTASK
You canrsquot solve a problemif you donrsquot know whatis it
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 98151
bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 100151
bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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)(CE $IECTIO(
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
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892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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99 ==
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
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$$niated
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$an nidentialit
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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STESSltEE TI = 2
WATCH WHERE YOUrsquoRE GOING
Setting clear objectivesand directions couldsave you from potential
pitfalls
892019 Administrative Professional 1st file
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
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ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
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3$$niating 0it serir
Cr$al and reset
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Bd langage sage
sing r +d langage in assisting
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5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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5 P$a (e da0
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M(EME(T
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Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
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9rgent and
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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STESSltEE TI = 3
AVOID RUMOUR-MONGERING
Loose lips sink shipsAnd it could be the boat
yoursquore on
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
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Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
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Diering eretin
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
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lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
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$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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STESSltEE TI = 4
THINK POSITIVE
Work hard but worksmart
Where possible delegateShare your positivity
itrsquos contagious
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
892019 Administrative Professional 1st file
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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STESSltEE TI = 5
GIVE YOURSELF
SOME SPACE
When yoursquore up against the wallstop
ake a deep breath or go for awalk
Some fresh air will do you a lotof good
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 88151
STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 89151
892019 Administrative Professional 1st file
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
892019 Administrative Professional 1st file
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 92151
STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 93151
STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 96151
bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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STESSltEE TI = 6
BREAK AWAY FROM
ROUTINES
ake a different road to worktomorrow
You never know what you mayfind
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 98151
bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 100151
bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
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The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
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where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
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S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
and smell the roses$e proud of what yoursquove done
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
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892019 Administrative Professional 1st file
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WRAP UP
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892019 Administrative Professional 1st file
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MANAGING Y4R
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O
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Ho (o o(o$ +(e(+o
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4ist down 8 new knowledge that you
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STESSltEE TI = 8
RELAX
PUT YOUR FEET UP
Stop every now and then
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STESSltEE TI = gt
FREE YOUR MIND
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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CO9EI( YO)SE
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T)ST TS
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
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ESO( EMOWEME(T
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34MMNI3ATI4N STYLE
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Bd langage sage
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892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
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M(EME(T
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Hel a-id ti$e tras
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Hel a-id ti$e nlit
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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Dea$+g +( +(e(+o
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Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
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(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
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H0 T ririti5e r 0r)
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9rgent and
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$mportant
$mportant but not
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892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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STESSltEE TI = gt
FREE YOUR MIND
hink outside the bo
and you wonrsquot paint yourself into a corner
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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STESSltEE TI = 1
LTI-TASK
Juggle your time well and
yoursquoll end up with enoughtime
for both wor and play
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 96151
bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 97151
bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 98151
bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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Test Ass$tin
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
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The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
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deveop new sis
se actions whenD You have been empowered to tae new
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what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
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1 ays o eective co++unication
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S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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ar-al r annne$ent and et
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Co++unicating ith uest
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$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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STESSltEE TI = 11
PLAN AHEAD
Lear r $r amp(a)e
Ma)e e +a( $rsquoeear( ( aamp amp ramp 0ampr0e
892019 Administrative Professional 1st file
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STESSltEE TI = 12
CHILL OUT
We (e 1rere (ar( ( rampersquo( e( 0)e Le( e
(ea +amp( a e+ ae (eamp r
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
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$dentiy ( communications problem in your work
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892019 Administrative Professional 1st file
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WRAP UP
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6 Check understanding
8 9se body language
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892019 Administrative Professional 1st file
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MANAGING Y4R
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STESSltEE TI = 12
CHILL OUT
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892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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To build trust one thing IAll start doing isB
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892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
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5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
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Dea$+g +( +(e(+o
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Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
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(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
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892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
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892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
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OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
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Learning int
892019 Administrative Professional 1st file
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892019 Administrative Professional 1st file
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5iscuss in a group and 4ist down 8
common situation at your work place
that created stress and how you
manage it
7 minutes
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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bull Cut ut the cee3 ht chclate3 an st rin8s
Caeine can cause aniety and make things more
stressul So you might want to limit your trips to
StarbuckGs when you are suering rom stress
bull
-ee t2s n 2ur es8 y wie used to keepHTransormersH near the phone Transormers were plastic
robots that changed their shape depending on which way
your turned them and moved their body parts She played
with them while she was on the phone $t gave hersomething physical to do and mental at the same time
and helped reduce aniety
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 97151
bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 98151
bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 99151
bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 100151
bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 101151
HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
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pp g
probem or opportunit The et ou app our
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
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892019 Administrative Professional 1st file
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1 ays o eective co++unication
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Selecting a co++unication channel
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$an nidentialit
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
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5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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bull Write wn 2ur stressul situatin y putting your
thoughts down on paper Eor in the computerF you can transer
your emotions rom your mind to something more tangible
ter youGre done with the writing you can crumble up the paper
and throw it away or light a match to it and let your troubles go
up in smoke
bull E9ercise $ have a HThigh asterH that $ use to eercise my
upper body and my thighs when $Gve been hunched over a desk or
too long ampetting away rom the desk and eercising or -ust a
couple minutes can reduced stress remarkably $ you can get awayor a walk thatGs even better Think about pleasant thoughts and
not about your problems that helps also
892019 Administrative Professional 1st file
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
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Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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8 ist goas
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WE $I$ (OT (TO I00
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4ist down 8 new knowledge that you
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OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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bull Get s+e 92en int 2ur 2 2 reathin eel2 +eadache epert 5rJerey Dinnegan in his book ie e2n Heaaches says that one o the main
keys to a healthy body is getting oygen which we canGt do i weGre all slumped
over and stressul Take a ew minutes and close your eyes and breathe deeply
and slowly $ like to tell mysel that with each outgoing breath $ am becoming
calmer and less worried and stressed $ you can stop and breathe deeply or tenminutes a couple times a day you can reduce your stress dramatically
Hreathing becomes short and shallow when we start stressing outH says
5eborah Johnson )d5 an assistant proessor at aylor 9niversity in 2aco
Teas HThe uickest way to break this tension loop is to start drawing air deeply
into your lungs which allows oygen to low throughout the body 1ou should
eel a dierence almost immediatelyH
rom Soothe your stress spots Fitness ovember KKgt
STRESS )REE TIPSSTRESS )REE TIPS
STRESS )REE TIPSSTRESS )REE TIPS
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
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pp g
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abiities The hep ou gain new nowedge and
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what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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892019 Administrative Professional 1st file
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
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ll0ing Srrise Anger leasre
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892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
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lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
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D nt elre s$eting nt related t r
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
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WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
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892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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bull Eat a sweet 2hen youGre eeling really stressed take a minute
and eat a bite or two o candy Ewatch out or chocolate which hascaeine in itF 0esearchers have ound that stress levels go down
when we consume sugars
bull Ma8e 2ursel at h+e ersonalize your workspace Surround
yoursel with photographs o home posters rom avorite movies or
plants and lowers The amiliar homeyob-ects help rela tensions
bull (rin8 s+e rane ltuice Scientists have discovered that
vitamin C can reduce the production o stress hormones )at an
orange drink some -uice take a 677 mg supplement or eat other
oods rich in vitamin C like broccoli russels sprouts cabbagecaulilower tomatoes peppers potatoes strawberries graperuit and
cantaloupe
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 100151
bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
892019 Administrative Professional 1st file
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
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99 ==
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Diering eretin
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1 ays o eective co++unication
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lt 3nslt +e ters 9 +e reared
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F se +d langage t assist
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S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
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C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
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5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
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5 P$a (e da0
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lt De$ega(e o ae 0o
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
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o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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9 Oig Oiglar
Learning int
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I ear I rget
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bull Sin a sn This tip does double duty music and singing
relaes the body 5 by singing you breathe more deeply
5epending on your voice however you might create more
stress rom the people around you
Watch a unn2 vie 4aughter like singing gets more
oygen into our lungs so watch something that gives you some
belly laughs 5r +-Dadzilah amsah says the essence o humoris anticipation and payo Just like reducing stressCLy 5ocumentsLy MideosLdoorNas
CLy 5ocumentsLy MideosLpinguinNmpg
STRESS )REE TIPSSTRESS )REE TIPS
CASE STUDY
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HA1HIlt A1 A HAFY 1lt= C5TY H HA$ (5=I5 FY HA$ TH PA1T + lt5TH1 H HA$(5 =I5 FY$AY1 F5 $I5 =5$ A5$ 5
1T$AY AT Aamp (CA1 TPT CltltITlt5T AT TH1Alt TIlt TH ltACHI5 (A=$5 A GIT T5ATY TH I1 Alt5T (T5 HA1HIlt A5$ 5 TH 5I5I5 TCH5ICIA5 HICH 5$-P ITH (IAlt5T HA1HIlt HA1 (5 CA$ (Y HI1 1PI A5$
IF5 A A5I5 HA1HIlt (A5 AT TH TA( A5$ I5(AC= T HI1 = 1TATI5 H5 H T5 H 1A THI1 A T JCT A5$ HI1 1($I5AT1 A1 HAFI5 A
ltTI5 ITH GA TAlt ITHT =5I5 TH ACTA
1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1
1($I5AT HA1HIlt HA$ CAT$ A T $AltA 5T5Y AT HI1 PltA5Camp C$I(IITY A1 A A$ (TA1 T HI1 TAlt ltlt(1
hat actua happen to him and he coud sove the issue
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-)I$I( T)ST
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
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-Y SSI( EOE
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
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where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
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T 4 t + i
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
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S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
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lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
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D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
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CYCLE OF MISTRUST
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MI( SS)MTIO(
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Ma)ing ass$tins
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892019 Administrative Professional 1st file
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Bd langage sage
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5iscussion
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$dentiy ( communications problem in your work
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point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
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MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
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work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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O) (+e
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Disiline rsel n ll0ing te sedleset stritl
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endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
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Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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-)I$I( T)ST
892019 Administrative Professional 1st file
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
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SE$I( )MOS
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892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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)(CE $IECTIO(
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deart$ent We need gd sel st$er
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
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1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
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892019 Administrative Professional 1st file
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Selecting a co++unication channel
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
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STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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WI( S M)C S YO) C(
892019 Administrative Professional 1st file
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CYCLE OF MISTRUST
892019 Administrative Professional 1st file
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MI( SS)MTIO(
892019 Administrative Professional 1st file
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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4r gal is t get int r$ all te
deart$ent We need gd sel st$er
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1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
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8Emonths ets a compare our 6ndings at 8am on
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
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T)ST TEC(I)ES
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Ma)e $$it$ents an )ee
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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99 ==
9= ===gt
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
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1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
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F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
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Co++unicating ith uest
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$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 104151
CYCLE OF MISTRUST
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 105151
MI( SS)MTIO(
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 106151
-EI( OMISES
892019 Administrative Professional 1st file
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CO9EI( YO)SE
892019 Administrative Professional 1st file
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SE$I( )MOS
892019 Administrative Professional 1st file
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-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 126151
T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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MI( SS)MTIO(
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-EI( OMISES
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CO9EI( YO)SE
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SE$I( )MOS
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T ) S T
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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4r gal is t get int r$ all te
deart$ent We need gd sel st$er
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
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pp g
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httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
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F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
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D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 106151
-EI( OMISES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 107151
CO9EI( YO)SE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 108151
SE$I( )MOS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 109151
-Y SSI( EOE
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 111151
T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
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)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 126151
T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
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CO9EI( YO)SE
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SE$I( )MOS
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
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B assing ele
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deart$ent We need gd sel st$er
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
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department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
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8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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Measre reslts
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pp g
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where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
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httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
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-arriers to Co++unication
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2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
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3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
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S l ti i ti h l
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In seleting te $$niatin annel
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C i ti ith t
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Co++unicating ith uest
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$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 108151
SE$I( )MOS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 109151
-Y SSI( EOE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 110151
T ) S T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 111151
T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 112151
)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 126151
T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 130151
3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
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Disiline rsel n ll0ing te sedleset stritl
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
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8 4ist down also those backlogpending and new assignment
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Te Da+$0 $a
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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Avoid sma ta when ou are bus
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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9 Oig Oiglar
Learning int
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T)ST TS
Ma)ing ass$tins
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B assing ele
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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Diering eretin
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1 ays o eective co++unication
S ) t l i id + i ti
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In seleting te $$niatin annel
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892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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T ) S T
892019 Administrative Professional 1st file
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T)ST TS
Ma)ing ass$tins
Brea)ing r$ises
3-ering rsel Sreading r$rs
B assing ele
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 112151
)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 127151
See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
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STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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Learning int
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T)ST TS
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B assing ele
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
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892019 Administrative Professional 1st file
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To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
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892019 Administrative Professional 1st file
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
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1 ays o eective co++unication
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Selecting a co++unication channel
In seleting te $$niatin annel
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C i ti ith t
892019 Administrative Professional 1st file
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Co++unicating ith uest
Reresent te 3$an
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D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 112151
)(CE $IECTIO(
4r gal is t get int r$ all te
deart$ent We need gd sel st$er
eed+a) n tis r+le$ S let8s $are
nte at te end te 0ee)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 113151
CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
ngineering $epartmentamp 1iti ou tae Production
departmentamp a2u ou wi do the arehouse
department and I carr out GA department ach ofus need to get photocopies of at east 8 CA from
customers who reported this probem during the past
8Emonths ets a compare our 6ndings at 8am on
rida morning at meeting room8
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 126151
T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 127151
See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 130151
3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
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Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
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An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
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Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
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Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
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STES O( TIME M(EME(T
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8 ist goas
E Prioritie
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lt 5o it now
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or lanner
H0 T ririti5e r 0r)
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WE $I$ (OT (TO I00
WE I TO ( DD
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4ist down 8 new knowledge that you
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OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
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9 Oig Oiglar
Learning int
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CE $IECTIO(
1o weve agreedD Ahmad ou wi surve the
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rida morning at meeting room8
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To build trust one thing IAll start doing isB
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
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eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
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As) r aing In-l-e and srt ters
Measre reslts
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
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892019 Administrative Professional 1st file
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99 ==
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
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eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
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Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
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et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
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892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
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T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 114151
To build trust one thing IAll start doing isB
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 115151
To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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To ee trust strong one thing IAll sto doing isB
T)ST TEC(I)ES
892019 Administrative Professional 1st file
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T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
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ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
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34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
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ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
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-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
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reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
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Te (e
++$e
O) (+e
aagee(
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2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 116151
T)ST TEC(I)ES
Sare tgts eeling and ratinale
Ma)e $$it$ents an )ee
d$it $ista)es
eest and aet eed+a)
Test Ass$tin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 117151
ESO( EMOWEME(T CTIO(S
Cind t 0at is i$rtant
L) r 0as t $a)e i$r-e$ents
As) r aing In-l-e and srt ters
Measre reslts
Ne-er +e satisied )ee learning
The actions are an approach for handing an tasamp
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 118151
pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
abiities The hep ou gain new nowedge and
deveop new sis
se actions whenD You have been empowered to tae new
responsibiities You see for more empowerment and are unsure
where to start You want to deveop our sis and need to now
what to earn to improve ou chances for success
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
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ar-al r annne$ent and et
C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
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$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
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$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
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Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
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5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
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lt De$ega(e o ae 0o
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1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
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Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
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2ork without plan will endup that you wrongly carried
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out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
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We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
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1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
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WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
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4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
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T O IE( TO O)SE9ES
amp I 0ant t ange
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9 Oig Oiglar
Learning int
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pp g
probem or opportunit The et ou app our
nowedgeamp e)pertiseamp and sis to be the best ofour
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ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
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ELEMENT 4C 34MMNI3ATI4N
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99 ==
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
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Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
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reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
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F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
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S l ti i ti h l
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Selecting a co++unication channel
In seleting te $$niatin annel
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C i ti ith t
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Co++unicating ith uest
Reresent te 3$an
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D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
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Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
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Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
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o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
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2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
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Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 119151
ESO( EMOWEME(T
MEANS TAKING RES4NSIBILTY C4R
Y4R 4WN S33ESS
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 120151
34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
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Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 130151
3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
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8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
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9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
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Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
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34MMNI3ATI4N STYLE
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
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T 4 t + i
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
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See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
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Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
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3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
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M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 121151
34MMNI3ATI4N STYLE
ELEMENT 4C 34MMNI3ATI4N
Sender111111$essage1111111reei-er
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 127151
See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
$an nidentialit
3$$niating 0it serir
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 130151
3$$niating 0it serir
Cr$al and reset
Srt +t straigt t te int
Sare aie-e$ent rater tan ailre Disss r+le$ 0it s$e sltin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 131151
Bd langage sage
sing r +d langage in assisting
r $$niatin 0it ters
eseiall dring +rieing $eetingresentatin and et
nderstanding reei-er8s +d langage
in rder t ensre te nderstanding sas ees ae r and gestres et
5iscussion
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 132151
$dentiy ( communications problem in your work
place share it with the team and on your team
point o view what are the action can be taken to
solve the problem
5iscuss 7 minutes
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
WRAP UP
)ercise 6 ways communication
6 Check understanding
8 9se body language
lt 9se simple language and straight to the point
( e a good listener
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 134151
MANAGING Y4R
W4RK RI4RITIES
$n planning and managing your
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 135151
$n planning and managing your
work priorities you have to look
into
lan your time
6 lan your works
1 Deampe$o a eoa$ eeo) (+e
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 136151
Te (e
++$e
O) (+e
aagee(
o) (+e
2 Ide(+)0 $og (e goa$
3 Ma4e ed+ (e $a
5 P$a (e da0
6 Ma4e (e 7e( e o) 0o(+e
8 Oga+9e oe o4
Maage ee(+g
lt De$ega(e o ae 0o
o4= D++$+e 0oe$)
1gtMaage 0o ea$(
-E(EIT OM EECTI9E TIME
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 137151
M(EME(T
Hels t irst tings irst
Hel a-id ti$e tras
Hels antiiate rtnities Gi-es reed$ and ntrl
Hel a-id ti$e nlit
Hels a-id eeling gilt
Hel e-alate r rgress
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 138151
Hel see te amp+ig itre(
Hel d 0r) s$arter nt arder Bilding a gd disiline 0r) eti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 139151
o to +anage your ti+e eectively
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 140151
o to +anage your ti+e eectively
Disiline rsel n ll0ing te sedleset stritl
Eli$inate 7 $ini$i5e ti$e 0aster lan r ti$e E-alate r 0ea)nesses and d rreti-e
atin
Set ti$e ra$e r an $eeting r disssin
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 141151
2ork without plan will endup that you wrongly carried
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 142151
out -obs which less important and urgent O0 you might also
endup work hard but no result
Thereore
+ave a planner or Scheduler or at least a book to list down
your work everyday6 5o it early morning at least ( minutes
8 4ist down also those backlogpending and new assignment
lt ( minutes beore end o the day evaluate the result or theollowing day planning
Te Da+$0 $a
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 143151
We To do +(
Pan at the end of the previous da This aow ou to tid upthe oose end and focus on tomorrows priorities
O
Aternative ou can aso pan at the beginning of the daampaowing ou to focus on the da aheadamp before gettinginvove with the detais This ma aso aow ou to pan theda either to share some of the wor with others or todeegate to our subordinates according
Ho (o o(o$ +(e(+o
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
Ho (o o(o$ +(e(+o
An interruption is on an interruption I it issomething that stops or hinders b breaing in onsome continuit or other such as writing report orcarring out an interview
However ou must A( to contro it otherwise it isgoodbe to our BTo $o ist for the rest of the da
Dea$+g +( +(e(+o
1et a time imit to stic to such interruption 1a Im
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 145151
1et a time imit to stic to such interruption 1a I mgoing to spend on 9 minutes
arrange to meet other persons oce
Avoid sma ta when ou are bus
ocus and serious to those that ou have panned
et them to the point $ont be afraid to interrupt theinterrupteramp asing them gt what is the probem 7 hat is
the purpose of the ca 7
(e ruthess with time but gracious with peope ive themour fu attention isten we (e 6rmed but friend and
hepfu Have a coc avaiabe where visitors can see it and dontbe afraid to gance at the coc a few times )pain aboutour ne)t appointment
STES O( TIME M(EME(T
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 146151
8 ist goas
E Prioritie
8 ake To 5o 4ist
lt 5o it now
( +ave a scheduler
or lanner
H0 T ririti5e r 0r)
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 147151
9rgent and
$mportant
9rgent ut ot
$mportant
$mportant but not
9rgent ot 9rgent and not
important
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 148151
WE $I$ (OT (TO I00
WE I TO ( DD
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
4ist down 8 new knowledge that you
have gained rom this course which
you can apply to your daily -obs
OM (OW O(00 ETS $O SOMETI( (EW S
T O IE( TO O)SE9ES
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 150151
T O IE( TO O)SE9ES
amp I 0ant t ange
te atin a-e tange r tin)ing(
9 Oig Oiglar
Learning int
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 151151
Learning int
I ear I rget
I See I re$e$+er
I D I nderstand
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 122151
ldquoThe meaning of communication isthe response that you getrdquo
99 ==
9= ===gt
- i t C i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 123151
-arriers to Co++unication
Hearing 0at 0e eet t ear ast eeriene leads s t eet tear te sa$e $essage in si$ilarir$stanes K$ni)asis
2 Ignring inr$atin tat nlit 0it0at 0e amp)n0(
E-alating te sre 9 etrat 7 interret$eaning + sender
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 124151
Diering eretin
Wrds tat $ean dierent tings tdierent eleSa te 0rd amp4( t $$niate te
ll0ing Srrise Anger leasre
nderstanding disaint$ent
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 125151
T 4 t + i
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 126151
T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin
1 A+le t nir$ nderstanding dra0ing +ets
se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage
+la a$ads
Be sensiti-e t reei-er8s 0rld Be a0are s$+li $eaning I ssi+le
straigt t te int and t it srt se Diret si$le langage as lng as te
reei-e ld nderstand learl r $essage
1 ays o eective co++unication
S ) t l i id + i ti
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 127151
See) t lari r ideas +ere $$niating
2 Ea$ine te tre rse $$niatin
3nsider te sitatin $an setting 0ene-er $$niate
lt 3nslt +e ters 9 +e reared
= Be $indl 9 tne ntent $essage ti$ing and
et Cll01 0it r $$niatin
F se +d langage t assist
D nt d$inant te n-ersatin
Ee ntat 9 t let reei-er8s )n0 tat 0e are$$niating 0it e7se
gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing
S l ti i ti h l
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 128151
Selecting a co++unication channel
In seleting te $$niatin annel
a-e t l) at
4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading
ar-al r annne$ent and et
C i ti ith t
892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 129151
Co++unicating ith uest
Reresent te 3$an
lite riendl and s n te int
$$niated
D nt elre s$eting nt related t r
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892019 Administrative Professional 1st file
httpslidepdfcomreaderfulladministrative-professional-1st-file 133151
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892019 Administrative Professional 1st file
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httpslidepdfcomreaderfulladministrative-professional-1st-file 144151
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httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
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httpslidepdfcomreaderfulladministrative-professional-1st-file 149151
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