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 DEVELOPING EFFICIENT ADMINISTRATIVE OFFICERS/PROFESSIO NAL BY TIMES MANAGEMENT TRAINING SDN BHD D:\training slides\MENGENAL WATAK 2.t

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Page 1: Administrative Professional 1st file

892019 Administrative Professional 1st file

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DEVELOPING EFFICIENT

ADMINISTRATIVE

OFFICERSPROFESSIONAL

BY

TIMES MANAGEMENT TRAINING SDN BHD

Dtraining slidesMENGENAL WATAK 2t

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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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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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892019 Administrative Professional 1st file

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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

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$

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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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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892019 Administrative Professional 1st file

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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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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

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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

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

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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(

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

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

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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

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

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

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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

Page 2: 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

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

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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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

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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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out -obs which less important and urgent O0 you might also

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We To do +(

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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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WE $I$ (OT (TO I00

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4ist down 8 new knowledge that you

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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

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JUST IMAGINEhellipJUST IMAGINEhellip

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HOW TO OPTIMIE ampOUR ROE AN( )UNCTION

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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

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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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Why need to +onitor our result

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hat do you mean by ROI $ Return Of Investment

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HOW (OES ampOUR )UNCTION IN- TO ROI ROI

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o do such I being +easured

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Ti$el

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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

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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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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$dentiy ( communications problem in your work

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WRAP UP

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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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Page 4: 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

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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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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

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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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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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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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such as effectieness of serices cost

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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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o do such I being +easured

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5iscussion4ist down ( goals that you think you

wish to achieve by net year 6778

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( minutes

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)4)

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EFFECTIVE HANDLING OFOFFICE PROBLEM

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The agenda

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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

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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)

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

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

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

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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

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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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JUST IMAGINEhellipJUST IMAGINEhellip

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with all the challenes

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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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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

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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

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organization 0O$ 1ou are also adding value to your unction

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o do such I being +easured

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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)

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arch 677lt

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by Qlt 677lt

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EFFECTIVE HANDLING OFOFFICE PROBLEM

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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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The agenda

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110Meeting closers0

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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

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

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

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

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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

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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

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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

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

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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

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

Page 6: Administrative Professional 1st file

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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

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

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

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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

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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

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To build trust one thing IAll start doing isB

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ESO( EMOWEME(T

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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

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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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o to +anage your ti+e eectively

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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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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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(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

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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Page 7: Administrative Professional 1st file

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Where do you Stand in Your

Organization

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Trend amp Challenge in Suorting unction

Supporting

amproup

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JUST IMAGINEhellipJUST IMAGINEhellip

WITH POORSUPPORTING

Can the structure survive

with all the challenes

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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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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

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e are able to sharpen our edge and a headof our competitor

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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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such as effectieness of serices cost

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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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$ your 0O$ is positive you are contributing towards

organization 0O$ 1ou are also adding value to your unction

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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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1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time

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$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

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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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

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ESO( EMOWEME(T

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WRAP UP

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WE $I$ (OT (TO I00

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4ist down 8 new knowledge that you

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Trend amp Challenge in Suorting unction

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JUST IMAGINEhellipJUST IMAGINEhellip

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with all the challenes

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Gr disssin

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( 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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EFFECTIVE ADMINISTRATIONSTART WITH A PROPERUNDERSTANDING OF

MANAGEMENT CONCEPTCOMPRISING OF PODC AND

SELF MANAGEMENT

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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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hat do you mean by ROI $ Return Of Investment

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5iscussion4ist down ( goals that you think you

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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

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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)

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

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

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

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o to +anage your ti+e eectively

Disiline rsel n ll0ing te sedleset stritl

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out -obs which less important and urgent O0 you might also

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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

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T O IE( TO O)SE9ES

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Learning int

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Page 9: 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

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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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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 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

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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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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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OW TO I()E(CE YO) -OSS

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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

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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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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and 0ite +ards t set te agenda +rainstr$ r

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110Meeting closers0

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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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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

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

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

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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(

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

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)

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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

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

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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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 10: 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

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

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

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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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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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ESO( EMOWEME(T

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$dentiy ( communications problem in your work

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WRAP UP

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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

WITHOUT HAING )U COMMITMENT AN(

OWNERSHIP $

bull Ownership mean sense o belonging where current

strategic contet is similarly to think as a business partner

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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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W D Need t Set a Gal

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Why need to +onitor our result

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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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o do such I being +easured

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5iscussion4ist down ( goals that you think you

wish to achieve by net year 6778

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)4)

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EFFECTIVE HANDLING OFOFFICE PROBLEM

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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

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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$dentiy ( communications problem in your work

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WRAP UP

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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

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Page 12: 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

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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 initiati-e

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1TTI5 A1

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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

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reuirement

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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

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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

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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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resent and ocus +ore on beneit0

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EY I(CIES

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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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The agenda

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bull Date

bull Timings

bull Place

bull Objectives (allows people to prepare)

bull Attendance Vital

bull Responsibilities

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110Meeting closers0

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DEVELOPING EFFICIENT

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DEVELOPING EFFICIENT

ADMINISTRATIVE

OFFICERSPROFESSIONAL

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TIMES MANAGEMENT TRAINING SDN BHD

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S$ 4)TT)0 C0OSS O9T

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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

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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

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

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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

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

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

Page 13: 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

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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

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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

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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

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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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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pp g

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ESO( EMOWEME(T

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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

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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

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 +(

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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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WE $I$ (OT (TO I00

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4ist down 8 new knowledge that you

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Page 14: 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

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Why need to +onitor our result

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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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$ your 0O$ is positive you are contributing towards

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o do such I being +easured

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$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

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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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

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ESO( EMOWEME(T

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$dentiy ( communications problem in your work

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WRAP UP

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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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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

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T O IE( TO O)SE9ES

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T O IE( TO O)SE9ES

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Page 15: Administrative Professional 1st file

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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

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To evaluate the 0O$ all key area will be measured either

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o do such I being +easured

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5iscussion4ist down ( goals that you think you

wish to achieve by net year 6778

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)4)

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EFFECTIVE HANDLING OFOFFICE PROBLEM

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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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110Meeting closers0

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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

Page 16: 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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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

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pp g

probem or opportunit The et ou app our

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what to earn to improve ou chances for success

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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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3$$niating 0it serir

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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

lan your time

6 lan your works

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-E(EIT OM EECTI9E 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

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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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

E Prioritie

8 ake To 5o 4ist

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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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Learning int

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Page 17: Administrative Professional 1st file

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Manage$ent as +eendeined as amp Te art getting

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1 Mary Parker Follett

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Sel Manage$ent Deined As

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1TTI5 A1

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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

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

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=PI using 1ltAT approach

1 gt 1peci6c lt gt lteasurabe A gt Achievabe gt eaistic T - Time

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Aie-a+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

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Ti$el

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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

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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

Tea$0r) 0r)s

F Tere is -ale in dierenes

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gt Y $a)e te dierene

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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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sessl t$e As) rsel and7r te artiiants

estins li)e

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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$

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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

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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It )ees te $d ligt 0ile still sending a -er i$rtant $essage

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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)

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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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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

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

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Bd langage sage

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$dentiy ( communications problem in your work

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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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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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Te Da+$0 $a

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We To do +(

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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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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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Page 18: Administrative Professional 1st file

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Sel Manage$ent Deined As

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4rgani5ing

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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

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gr0 We d nt 0ant t ld te sa$e sitin

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Te 4 Gals

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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

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Measra+le

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Aie-a+le

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Ti$el

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Tie Yr gals 0it r err$ane

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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

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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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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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The agenda

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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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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

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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

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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

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

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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

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

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

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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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

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bull Eat a sweet 2hen youGre eeling really stressed take a minute

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plants and lowers The amiliar homeyob-ects help rela tensions

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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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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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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

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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

work priorities you have to look

into

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

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Thereore

+ave a planner or Scheduler or at least a book to list down

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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

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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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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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Page 20: Administrative Professional 1st file

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Basi rinile 4

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1TTI5 A1

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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

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reuirement

0 Cust+er satisactin $nternal or customer satisaction

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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

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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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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)

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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

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ble to rovide alternatives on solution

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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

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)

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

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

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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

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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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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 +(

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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

arrange to meet other persons oce

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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

have gained rom this course which

you can apply to your daily -obs

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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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Page 21: Administrative Professional 1st file

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4rgani5ing

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Delegating

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assign$ent t anter ersn r$al

atrit and resnsi+ilit r arring tseii ati-ities

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data t r ler) r reetinist

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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

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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

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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

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Aie-a+le

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$nt t =) er $nt

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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

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$

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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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$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

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(

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

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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

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

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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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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

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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

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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

Page 22: 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

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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

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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

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

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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

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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

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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ESO( EMOWEME(T

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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

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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

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$n planning and managing your

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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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Thereore

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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 +(

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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

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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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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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Page 23: Administrative Professional 1st file

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Delegating

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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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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

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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$nt t =) er $nt

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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

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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

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

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

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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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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

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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

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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

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

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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

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

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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

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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 24: 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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CYCLE OF MISTRUST

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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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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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3$$niating 0it serir

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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

lan your time

6 lan your works

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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

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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

arrange to meet other persons oce

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the purpose of the ca 7

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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

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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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

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gr0 We d nt 0ant t ld te sa$e sitin

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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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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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Ti$el

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Tie Yr gals 0it r err$ane

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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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sessl t$e As) rsel and7r te artiiants

estins li)e

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gals and +eti-es

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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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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

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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

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

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a ailitatr 0 0ill $a)e sre te grnd rles are

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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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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

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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

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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)

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

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

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

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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 +(

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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

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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(

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Learning int

I ear I rget

I See I re$e$+er

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Page 26: Administrative Professional 1st file

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Sel initiati-e

3aa+le in $a)ing deisin and r-idesltin

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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

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Aie-a+le

D nt set a gals 0ere it is i$ssi+le

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$nt t =) er $nt

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Realisti

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$nts + net ear

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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

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

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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gt Y $a)e te dierene

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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$

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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$

+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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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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ESO( EMOWEME(T CTIO(S

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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

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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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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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S ) t l i id + i ti

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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

4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading

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

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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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-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

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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

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

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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

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Page 27: Administrative Professional 1st file

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1TTI5 A1

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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

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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$nt t =) er $nt

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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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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

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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

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)

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

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

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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

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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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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

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Hel a-id ti$e tras

Hels antiiate rtnities Gi-es reed$ and ntrl

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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

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

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

Page 28: 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

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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

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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

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

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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(

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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

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(

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 29: Administrative Professional 1st file

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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

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

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gals and +eti-es

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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

t arge 0it i$

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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

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

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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$

+3nidentialit

N ne 0ill +e interrted 0ile sea)ingdIdeas 0nt +e dged in rder t enrage reati-it

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gIts ) t ass

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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

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

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

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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

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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

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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

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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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

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Measra+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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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

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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

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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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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

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ta)e ntes str +ard resent i$rtant

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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

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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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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)

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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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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

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(

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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

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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

Page 31: 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

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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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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

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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

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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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M(EME(T

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Hels antiiate rtnities Gi-es reed$ and ntrl

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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

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

Page 32: Administrative Professional 1st file

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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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$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

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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

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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

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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

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

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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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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

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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(

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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

Page 33: 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

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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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$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

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

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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

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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)

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

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

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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

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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

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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

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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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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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Page 34: 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

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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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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

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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

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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$

+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)ST TS

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)(CE $IECTIO(

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CE $IECTIO(

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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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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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ESO( EMOWEME(T CTIO(S

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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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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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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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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

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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

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-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

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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

arrange to meet other persons oce

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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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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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Page 35: Administrative Professional 1st file

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o do such I being +easured

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Measra+le

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Ti$el

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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

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EY I(CIES

Maintain and enane sel estee$

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De-el Trst

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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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The agenda

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bull Date

bull Timings

bull Place

bull Objectives (allows people to prepare)

bull Attendance Vital

bull Responsibilities

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50$evelo guidelines0

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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

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

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

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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

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

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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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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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

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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

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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(

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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

Page 36: 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

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Aie-a+le

D nt set a gals 0ere it is i$ssi+le

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Realisti

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T inrease te Bns r$ $nt t =

$nts + net ear

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Ti$el

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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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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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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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We To do +(

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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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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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Learning int

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Page 37: Administrative Professional 1st file

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Measra+le

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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

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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

rdti-e $eeting 0e-er is a greater allenge Tis artile as

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20lan in advance0

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The agenda

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bull Date

bull Timings

bull Place

bull Objectives (allows people to prepare)

bull Attendance Vital

bull Responsibilities

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110Meeting closers0

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DEVELOPING EFFICIENT

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DEVELOPING EFFICIENT

ADMINISTRATIVE

OFFICERSPROFESSIONAL

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TIMES MANAGEMENT TRAINING SDN BHD

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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

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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-

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TH I5 (HI5$ IT

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ne of the e)ampe on the conse0uence with the emotions

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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

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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

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

Page 38: Administrative Professional 1st file

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Aie-a+le

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l) te igre r$ s)

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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

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

892019 Administrative Professional 1st file

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pp g

probem or opportunit The et ou app our

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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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ldquoThe meaning of communication isthe response that you getrdquo

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-arriers to Co++unication

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ll0ing Srrise Anger leasre

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T 4 t + i

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reei-e ld nderstand learl r $essage

1 ays o eective co++unication

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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

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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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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

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

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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

amp I 0ant t ange

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Learning int

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Page 39: Administrative Professional 1st file

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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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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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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

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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

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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

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gals and +eti-es

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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

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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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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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

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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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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

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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

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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)

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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

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

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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

Page 40: 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

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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

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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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ta)e ntes str +ard resent i$rtant

inr$atin etJ Te $st ritial rle is te

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ll0ed and $aintain a netral stane

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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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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

$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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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)

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

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

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

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892019 Administrative Professional 1st file

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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

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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

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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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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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ocus and serious to those that ou have panned

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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

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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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Page 41: 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

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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

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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

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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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ldquoThe meaning of communication isthe response that you getrdquo

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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

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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

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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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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

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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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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 42: 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

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EE$-C )($ME(TS

SE3ICI3 SIN3ERE BALAN3E

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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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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

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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

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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

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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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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

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

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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)

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

Page 43: 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

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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

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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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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

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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

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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

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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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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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 44: Administrative Professional 1st file

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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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gt Y $a)e te dierene

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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

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CLy 5ocumentsLy MideosLpinguinNmpg

STRESS )REE TIPSSTRESS )REE TIPS

CASE STUDY

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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

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Brea)ing r$ises

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)(CE $IECTIO(

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CE $IECTIO(

1o weve agreedD Ahmad ou wi surve the

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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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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

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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ll0ing Srrise Anger leasre

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T 4 t + i

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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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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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-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

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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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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(

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Learning int

I ear I rget

I See I re$e$+er

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Page 45: 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

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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

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$

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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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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

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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

$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

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)

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

Page 46: 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

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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

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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)

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

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

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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

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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

Page 47: 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

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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

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CYCLE OF MISTRUST

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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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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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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

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-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

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

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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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

Page 48: 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

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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$

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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

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

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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

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

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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

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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(

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

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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

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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

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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

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

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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

Page 49: 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

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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

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

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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

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

Page 50: 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

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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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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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

Page 51: 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

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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

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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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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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ESO( EMOWEME(T CTIO(S

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pp g

probem or opportunit The et ou app our

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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

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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

1 ays o eective co++unication

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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

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

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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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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

Page 52: 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

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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

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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

Page 53: 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

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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

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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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

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

Page 54: 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

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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$

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

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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)

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

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

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

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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

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

Page 55: 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

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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

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-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

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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

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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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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

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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

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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

E Prioritie

8 ake To 5o 4ist

lt 5o it now

( +ave a scheduler

or lanner

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9rgent and

$mportant

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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

Page 56: 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

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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

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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

Page 57: 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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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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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

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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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 58: 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

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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)

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

Page 59: Administrative Professional 1st file

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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

Page 60: Administrative Professional 1st file

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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

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

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

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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

Page 61: Administrative Professional 1st file

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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

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)

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

Page 62: Administrative Professional 1st file

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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

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

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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

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

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

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

Page 63: 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

Page 64: 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

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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

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

Page 65: 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

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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

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

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

Page 66: 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

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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

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

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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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

Page 67: 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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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

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

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

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

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

Page 68: 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

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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

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

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

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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

Page 69: 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

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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

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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

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

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

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

Page 70: 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

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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

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

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

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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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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

Page 71: 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

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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(

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

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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

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

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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

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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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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

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)

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

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

Page 73: 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

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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)

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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)

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

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

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

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

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

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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

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

Page 74: 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

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

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

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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

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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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 75: 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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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

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

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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)

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 76: 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)

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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

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

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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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-)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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 77: 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)

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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

892019 Administrative Professional 1st file

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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(

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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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

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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

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

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pp g

probem or opportunit The et ou app our

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abiities The hep ou gain new nowedge and

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where to start You want to deveop our sis and need to now

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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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892019 Administrative Professional 1st file

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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

4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading

ar-al r annne$ent and et

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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

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

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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

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

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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

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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

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

Page 78: 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)

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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

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

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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

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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

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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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

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

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

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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

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

Page 79: 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)

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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

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

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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

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

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

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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

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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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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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-E(EIT OM EECTI9E TIME

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M(EME(T

Hels t irst tings irst

Hel a-id ti$e tras

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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

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

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

Page 80: 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)

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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

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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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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

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

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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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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

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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(

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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

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(

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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

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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

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ction lan or high energy leaving

ratie gd 7 si$le eerise nsistentl Ta)e gd +alane n d $+inatin

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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

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

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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

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

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

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

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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

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

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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

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

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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

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

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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

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

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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

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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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 83: 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

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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

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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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

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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

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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

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

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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 ==

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(

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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

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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

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

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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

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

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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

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

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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

Page 84: 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

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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

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

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

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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(

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

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As) r aing In-l-e and srt ters

Measre reslts

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pp g

probem or opportunit The et ou app our

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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

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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

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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

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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

4+eti-e 0 is te reei-er rgennidentialit 0eter it is r reading

ar-al r annne$ent and et

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892019 Administrative Professional 1st file

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Co++unicating ith uest

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lite riendl and s n te int

$$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

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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(

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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

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

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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

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(

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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

Page 85: 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

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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

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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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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

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

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

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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

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Bd langage sage

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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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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

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$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

Page 86: 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

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

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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

892019 Administrative Professional 1st file

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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

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

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

892019 Administrative Professional 1st file

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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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892019 Administrative Professional 1st file

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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

892019 Administrative Professional 1st file

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et Cll01 0it r $$niatin

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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

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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

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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

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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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aagee(

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892019 Administrative Professional 1st file

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M(EME(T

Hels t irst tings irst

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Hels antiiate rtnities Gi-es reed$ and ntrl

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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

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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

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

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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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 87: 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

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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

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

httpslidepdfcomreaderfulladministrative-professional-1st-file 95151

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

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1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1

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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

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

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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

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

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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

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

Page 88: 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

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

httpslidepdfcomreaderfulladministrative-professional-1st-file 94151

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

httpslidepdfcomreaderfulladministrative-professional-1st-file 95151

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

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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)ST TS

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Brea)ing r$ises

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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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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

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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

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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ldquoThe meaning of communication isthe response that you getrdquo

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892019 Administrative Professional 1st file

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-arriers to Co++unication

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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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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

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et Cll01 0it r $$niatin

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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

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Co++unicating ith uest

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$$niated

D nt elre s$eting nt related t r

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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

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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

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

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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

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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

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

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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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 89: 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

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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

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

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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

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

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

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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

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Selecting a co++unication channel

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3$$niating 0it serir

Cr$al and reset

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Bd langage sage

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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

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1 Deampe$o a eoa$ eeo) (+e

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lt De$ega(e o ae 0o

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-E(EIT OM EECTI9E TIME

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M(EME(T

Hels t irst tings irst

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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

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

$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(

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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

Page 90: 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

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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

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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1TAT1 H JltP$ I5T C5C1I5 A5$ 1HT$ AT HI1

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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(

892019 Administrative Professional 1st file

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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

3-ering rsel Sreading r$rs

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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

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

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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

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

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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

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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

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se ae1ae $$niatin 9 d nt gtrg $an ele in sending $essage

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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

892019 Administrative Professional 1st file

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See) t lari r ideas +ere $$niating

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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

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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

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

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out -obs which less important and urgent O0 you might also

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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 $I$ (OT (TO I00

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4ist down 8 new knowledge that you

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STESSltEE TI = gt

FREE YOUR MIND

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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

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STESSltEE TI = 11

PLAN AHEAD

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STESSltEE TI = 12

CHILL OUT

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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

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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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pp g

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ESO( EMOWEME(T

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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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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

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

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-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

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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

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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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9rgent and

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9rgent ut ot

$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

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

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I D I nderstand

Page 92: Administrative Professional 1st file

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

httpslidepdfcomreaderfulladministrative-professional-1st-file 95151

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

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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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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(

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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T)ST TS

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Brea)ing r$ises

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CE $IECTIO(

1o weve agreedD Ahmad ou wi surve the

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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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892019 Administrative Professional 1st file

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ESO( EMOWEME(T CTIO(S

Cind t 0at is i$rtant

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pp g

probem or opportunit The et ou app our

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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

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892019 Administrative Professional 1st file

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ldquoThe meaning of communication isthe response that you getrdquo

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892019 Administrative Professional 1st file

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-arriers to Co++unication

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892019 Administrative Professional 1st file

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Diering eretin

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892019 Administrative Professional 1st file

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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

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

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Selecting a co++unication channel

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a-e t l) at

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892019 Administrative Professional 1st file

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Co++unicating ith uest

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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

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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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5 P$a (e da0

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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

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Hel a-id ti$e tras

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892019 Administrative Professional 1st file

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Hel see te amp+ig itre(

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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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o to +anage your ti+e eectively

Disiline rsel n ll0ing te sedleset stritl

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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

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

Page 93: Administrative Professional 1st file

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

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

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

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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Cind t 0at is i$rtant

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Measre reslts

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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

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ldquoThe meaning of communication isthe response that you getrdquo

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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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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

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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Te (e

++$e

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aagee(

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lt De$ega(e o ae 0o

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-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

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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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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

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

Page 94: 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

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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

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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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T)ST TS

Ma)ing ass$tins

Brea)ing r$ises

3-ering rsel Sreading r$rs

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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

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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

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

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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

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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

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

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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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Set ti$e ra$e r an $eeting r disssin

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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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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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Dea$+g +( +(e(+o

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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

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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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WE $I$ (OT (TO I00

WE I TO ( DD

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httpslidepdfcomreaderfulladministrative-professional-1st-file 149151

4ist down 8 new knowledge that you

have gained rom this course which

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OM (OW O(00 ETS $O SOMETI( (EW S

T O IE( TO O)SE9ES

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Page 95: 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

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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

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CYCLE OF MISTRUST

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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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pp g

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892019 Administrative Professional 1st file

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ESO( EMOWEME(T

MEANS TAKING RES4NSIBILTY C4R

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892019 Administrative Professional 1st file

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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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reei-e ld nderstand learl r $essage

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892019 Administrative Professional 1st file

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892019 Administrative Professional 1st file

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3$$niating 0it serir

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892019 Administrative Professional 1st file

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Bd langage sage

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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

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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

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

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aagee(

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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

892019 Administrative Professional 1st file

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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

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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

Page 96: Administrative Professional 1st file

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

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

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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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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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eed+a) n tis r+le$ S let8s $are

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CE $IECTIO(

1o weve agreedD Ahmad ou wi surve the

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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

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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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pp g

probem or opportunit The et ou app our

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where to start You want to deveop our sis and need to now

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ESO( EMOWEME(T

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Y4R 4WN S33ESS

892019 Administrative Professional 1st file

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34MMNI3ATI4N STYLE

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1 ays o eective co++unication

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Selecting a co++unication channel

In seleting te $$niatin annel

a-e t l) at

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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

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

++$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

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atin

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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

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

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

Page 97: 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

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

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

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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

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

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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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$dentiy ( communications problem in your work

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6 Check understanding

8 9se body language

lt 9se simple language and straight to the point

( e a good listener

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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

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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

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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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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

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$n planning and managing your

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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

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

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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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H0 T ririti5e r 0r)

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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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Page 99: Administrative Professional 1st file

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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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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$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

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MANAGING Y4R

W4RK RI4RITIES

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lan your time

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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

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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

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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

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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

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$mportant

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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

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Page 100: 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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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(

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(

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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

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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

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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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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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ldquoThe meaning of communication isthe response that you getrdquo

99 ==

9= ===gt

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-arriers to Co++unication

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Selecting a co++unication channel

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Co++unicating ith uest

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892019 Administrative Professional 1st file

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3$$niating 0it serir

Cr$al and reset

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892019 Administrative Professional 1st file

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Bd langage sage

sing r +d langage in assisting

r $$niatin 0it ters

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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

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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

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O) (+e

aagee(

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3 Ma4e ed+ (e $a

5 P$a (e da0

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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

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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

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Disiline rsel n ll0ing te sedleset stritl

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Set ti$e ra$e r an $eeting r disssin

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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

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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

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 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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the purpose of the ca 7

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STES O( TIME M(EME(T

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E Prioritie

8 ake To 5o 4ist

lt 5o it now

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H0 T ririti5e r 0r)

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$mportant

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$mportant

$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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9 Oig Oiglar

Learning int

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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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T)ST TS

Ma)ing ass$tins

Brea)ing r$ises

3-ering rsel Sreading r$rs

B assing ele

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To build trust one thing IAll start doing isB

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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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pp g

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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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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 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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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

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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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

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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

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

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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

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

Page 102: Administrative Professional 1st file

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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-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

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

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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

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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

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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

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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

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into

lan your time

6 lan your works

1 Deampe$o a eoa$ eeo) (+e

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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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OM (OW O(00 ETS $O SOMETI( (EW S

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CYCLE OF MISTRUST

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892019 Administrative Professional 1st file

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Bd langage sage

sing r +d langage in assisting

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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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lan your time

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892019 Administrative Professional 1st file

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O) (+e

aagee(

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5 P$a (e da0

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lt De$ega(e o ae 0o

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-E(EIT OM EECTI9E TIME

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Hels t irst tings irst

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Hel a-id ti$e nlit

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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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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

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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

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(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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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(

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Learning int

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Page 104: Administrative Professional 1st file

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 ) S T

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T)ST TS

Ma)ing ass$tins

Brea)ing r$ises

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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

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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

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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

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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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In seleting te $$niatin annel

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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

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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lan your time

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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

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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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

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gt Dn8t amp$$+le( r a-e s$eting in $t 0iletal)ing

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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

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892019 Administrative Professional 1st file

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Te (e

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O) (+e

aagee(

o) (+e

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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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-E(EIT OM EECTI9E TIME

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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 e-alate r rgress

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Hel see te amp+ig itre(

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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

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

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

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$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(

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Learning int

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I See I re$e$+er

I D I nderstand

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892019 Administrative Professional 1st file

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-EI( OMISES

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CO9EI( YO)SE

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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

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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

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

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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

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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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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

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sing r +d langage in assisting

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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

892019 Administrative Professional 1st file

httpslidepdfcomreaderfulladministrative-professional-1st-file 133151

WRAP UP

)ercise 6 ways communication

6 Check understanding

8 9se body language

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( e a good listener

892019 Administrative Professional 1st file

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MANAGING Y4R

W4RK RI4RITIES

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into

lan your time

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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

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STES O( TIME M(EME(T

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E Prioritie

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WE I TO ( DD

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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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Learning int

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CO9EI( YO)SE

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CE $IECTIO(

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To build trust one thing IAll start doing isB

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T)ST TEC(I)ES

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T)ST TEC(I)ES

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pp g

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ESO( EMOWEME(T

MEANS TAKING RES4NSIBILTY C4R

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+la a$ads

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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

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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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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O) (+e

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5 P$a (e da0

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8 Oga+9e oe o4

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lt De$ega(e o ae 0o

o4= D++$+e 0oe$)

1gtMaage 0o ea$(

-E(EIT OM EECTI9E TIME

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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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Disiline rsel n ll0ing te sedleset stritl

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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

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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$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

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

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te atin a-e tange r tin)ing(

9 Oig Oiglar

Learning int

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I See I re$e$+er

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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

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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

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

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34MMNI3ATI4N STYLE

ELEMENT 4C 34MMNI3ATI4N

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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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ll0ing Srrise Anger leasre

nderstanding disaint$ent

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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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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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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

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$dentiy ( communications problem in your work

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5iscuss 7 minutes

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WRAP UP

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6 Check understanding

8 9se body language

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( e a good listener

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MANAGING Y4R

W4RK RI4RITIES

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lan your time

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+ave a planner or Scheduler or at least a book to list down

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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

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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STES O( TIME M(EME(T

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E Prioritie

8 ake To 5o 4ist

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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

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ESO( EMOWEME(T

MEANS TAKING RES4NSIBILTY C4R

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892019 Administrative Professional 1st file

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1 ays o eective co++unication

S ) t l i id + i ti

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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

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Te (e

++$e

O) (+e

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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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 e-alate r rgress

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Hel see te amp+ig itre(

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892019 Administrative Professional 1st file

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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

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

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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

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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

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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

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Learning int

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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

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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

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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+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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sing r +d langage in assisting

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5iscussion

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$dentiy ( communications problem in your work

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solve the problem

5iscuss 7 minutes

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WRAP UP

)ercise 6 ways communication

6 Check understanding

8 9se body language

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( e a good listener

892019 Administrative Professional 1st file

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W4RK RI4RITIES

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lan your time

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-E(EIT OM EECTI9E TIME

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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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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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STES O( TIME M(EME(T

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E Prioritie

8 ake To 5o 4ist

lt 5o it now

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H0 T ririti5e r 0r)

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WE I TO ( DD

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4ist down 8 new knowledge that you

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Cr$al and reset

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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

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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

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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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Te (e

++$e

O) (+e

aagee(

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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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-E(EIT OM EECTI9E TIME

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Hels t irst tings irst

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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

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

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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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httpslidepdfcomreaderfulladministrative-professional-1st-file 145151

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

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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892019 Administrative Professional 1st file

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WE $I$ (OT (TO I00

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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

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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

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

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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

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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

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

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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

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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

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Cr$al and reset

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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

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solve the problem

5iscuss 7 minutes

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WRAP UP

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6 Check understanding

8 9se body language

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( e a good listener

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MANAGING Y4R

W4RK RI4RITIES

$n planning and managing your

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lan your time

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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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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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4ist down 8 new knowledge that you

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CE $IECTIO(

1o weve agreedD Ahmad ou wi surve the

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In seleting te $$niatin annel

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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

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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

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work priorities you have to look

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lan your time

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++$e

O) (+e

aagee(

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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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-E(EIT OM EECTI9E TIME

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Hels t irst tings irst

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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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

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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

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$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

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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(

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Learning int

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Learning int

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I See I re$e$+er

I D I nderstand

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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

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

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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

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

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

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

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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

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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

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Avoid sma ta when ou are bus

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E Prioritie

8 ake To 5o 4ist

lt 5o it now

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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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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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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

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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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Ma)e $$it$ents an )ee

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ESO( EMOWEME(T CTIO(S

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probem or opportunit The et ou app our

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ESO( EMOWEME(T

MEANS TAKING RES4NSIBILTY C4R

Y4R 4WN S33ESS

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Cr$al and reset

Srt +t straigt t te int

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Bd langage sage

sing r +d langage in assisting

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eseiall dring +rieing $eetingresentatin and et

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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

httpslidepdfcomreaderfulladministrative-professional-1st-file 134151

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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++$e

O) (+e

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Maage ee(+g

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-E(EIT OM EECTI9E TIME

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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 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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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

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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

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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$mportant

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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

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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

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9 Oig Oiglar

Learning int

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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

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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

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

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34MMNI3ATI4N STYLE

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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

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

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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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-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

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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

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

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Avoid sma ta when ou are bus

ocus and serious to those that ou have panned

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the purpose of the ca 7

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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

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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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Learning int

I ear I rget

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I D I nderstand

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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

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Measre reslts

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pp g

probem or opportunit The et ou app our

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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

892019 Administrative Professional 1st file

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34MMNI3ATI4N STYLE

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ELEMENT 4C 34MMNI3ATI4N

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99 ==

9= ===gt

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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

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

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

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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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$an nidentialit

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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

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

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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

O) (+e

aagee(

o) (+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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-E(EIT OM EECTI9E TIME

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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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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

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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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

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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

Page 118: Administrative Professional 1st file

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

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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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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

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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

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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

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

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

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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

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

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Learning int

I ear I rget

I See I re$e$+er

I D I nderstand

Page 119: Administrative Professional 1st file

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

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

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T 4-er$e te +arrier se eed+a) 9 2 0as $$niatin

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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

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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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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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Cr$al and reset

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Bd langage sage

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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

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

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lan your time

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O) (+e

aagee(

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Hel a-id ti$e nlit

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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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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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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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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

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lan your time

6 lan your works

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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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-E(EIT OM EECTI9E TIME

892019 Administrative Professional 1st file

httpslidepdfcomreaderfulladministrative-professional-1st-file 137151

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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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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

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

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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

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

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$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

Page 121: Administrative Professional 1st file

892019 Administrative Professional 1st file

httpslidepdfcomreaderfulladministrative-professional-1st-file 121151

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

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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

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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

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

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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

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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

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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

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8 9se body language

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( e a good listener

892019 Administrative Professional 1st file

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4ist down 8 new knowledge that you

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T O IE( TO O)SE9ES

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Diering eretin

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$dentiy ( communications problem in your work

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892019 Administrative Professional 1st file

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892019 Administrative Professional 1st file

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