ed. note: When I read Gayle's wonderful article, in addition to being inspired to make my office more tidy and professional, I was reminded of when Jesus said, "You will be my witness" (Acts 1:8). Everything we do reflects who we belong to and our priorities in life. This article will help you be your best as a communicator for the King of Kings.
You cannot not communicate. Everything you do as a church office professional communicates—how you look, how you speak, how you work.
Knowing the job and doing it with excellence communicates commitment as well as professionalism. Learning new techniques helps us work smarter rather than harder. Thanks to all who have shared ideas via email, seminars, and informal discussions. Here are some tips to check out and incorporate into your own work style.
• Make forms to handle routine assignments. Use your computer and copier to design forms (paper or digital) to gather wedding information, newsletter specifics and requests for assistance. Other forms might outline assignments for volunteers, list particulars for printing jobs or log requests for the use of church space or equipment. Forms ensure that you get all the information you need, that it is in a uniform format, and that the person filling the form knows any applicable guidelines.
• Date equipment manuals when you get them. As you use a machine, note on the inside cover of its manual any hints for better performance; you may discover many not mentioned in the manual. Keep service contracts and manuals together in a place easily accessible to users. While online resources are super handy, they obviously won’t help if the thing that is not working is the computer!
• Use the skills of volunteers. Make a list of all tasks you might delegate. If your church does not distribute a skills and talents survey, talk with your pastor about using such a form. When the responses arrive, match the jobs on your list to the talents of your congregation. Once volunteers begin to take on tasks, let them know they are appreciated. Some volunteer corps have names and are identified by wearing buttons or clothing of a particular color. Many churches treat their volunteers to regular lunch or dinner parties. Others recognize helpers via the newsletter or introduce them during services. Certificates of appreciation are fun too.
• Keep a vertical note holder on your desk. Mark a slot for each staff member. Sometimes paper is better than a computer screen. This is a handy place for everyone to pick up phone messages, mail, and memos. Don’t allow papers to accumulate here. This is a message center, not a file.
• Eliminate forgotten enclosures. Put a paper clip at the enclosure notation before giving a letter to your supervisor to sign. When the letter comes back to your desk you will be reminded to send the necessary enclosures. Evidently this is still a problem even in this age when we send fewer letters. I receive such a letter every now and then—usually from a bank or utility.
• Make paper files easy to use. Tabs may correctly be attached to either the front OR back of hanging folders, but putting them on the front does away with the push-pull of filing and retrieving. Creasing a folder on the horizontal scores of both flaps allows you to pull it up and prop it open on top of adjoining folders. (For years, I didn’t know the purpose of those scores. How handy!)
• Subscribe to a computer resource. So much new happens daily in the digital world, only a specialized publication or online service (like this one) can keep you up to date. Browse each issue (digital or paper) and flag articles of special interest. Plan a special time in each week’s schedule to delve more into new techniques and tips to try.
• Use spelling and grammar checkers on your computer, but don’t put total confidence in them! So say scores of assistants who thought proofreading was no longer so important. Proofread with a blue pencil in one hand and a stiff card or short ruler in the other. Place the ruler directly under the line you are reading in order to focus your attention. Always proofread in good light—it helps concentration. Yes, it takes a bit of time. Yes, it is worth it.
• Multitask with listening. Listen to constructive CDs or online resources while you are doing routine tasks that do not demand your total concentration. Other great listening opportunities: traveling to and from work, while doing household chores or while exercising (or soaking in a hot bubble bath).
• Consolidate purchases with those of other churches. Many offices save big dollars on supplies by buying in quantity. Organize your purchases so this need not be a hassle or a time consumer. Try it for an order or two and evaluate if the process works for you.
• Conserve paper. Print only the copies needed. Unless the message is confidential, use the backs of printed papers for notes, routine forms, or copies. Private correspondence should be shredded and recycled.
• Stay focused. Keep only current projects on your desk; avoid keeping unnecessary trivia and mementos in your line of vision.
• Tackle an old job in a new way. This is a great technique for maintaining enthusiasm for routine work. Use a different format for the newsletter, a new style for your correspondence. Challenge yourself to complete the job in less time or to find shortcuts.
• Plan your ideal day on paper. Then compare it with a real day and determine what is keeping you from your perfect day. Decide what you need to do to reach your goals. You may find it is only your self-imposed limitations keeping you from your ideal. Decide what is truly important to you and then do it.
• Enjoy your successes. Have you just reached a major goal or completed a big job? Celebrate by rewarding yourself with a treat. This smart tactic helps reduce the letdown feeling that often accompanies the end of an important task.
• Play act. When you write a letter or memo, pretend you are writing to yourself. This causes you to examine your terminology and choose an appropriate style or tone—one you would like if you were at the receiving end of the correspondence.
• Place your desk phone opposite your dominant hand. This allows you to be ready to take notes—pencil in hand—as you pick up the receiver.
• Give yourself permission to say no. No one can do everything for everybody right now. Some demands on your time are inappropriate; some requests are impossible. Work smarter by reserving your right to control your time as much as possible.
• Concentrate on strengths. Obsessing on faults or weaknesses becomes a habit that inhibits effectiveness. Instead, magnify your good points and positive features. Work to be the very best at what you already do well.
• Know why. Each time you handle a paper or digital file, be aware of how you are going to use it. The answer provides guidance for what to do with the information—deal with it now, file it, pass it on, discard it.
• Imagine. Fantasizing can help you finish a difficult job. Visualize yourself as having completed the task successfully. Imagine how satisfied you will be. The good feelings generated can serve as your motivation to accomplish the job.
• Be genuine. When asked a question for which you have no answer, never fake it. Reply, “Let me locate that information for you and give you a call back.” Indicate a timeframe in which you will call. Then follow through.
• Handle anger constructively. Wait for that first burst of emotion to subside. Then discuss the issue with the appropriate other party. Share the problem with a third party only if that person can contribute to the solution.
• Get the best from volunteers. Let them know you expect excellence. People tend to live up to others’ expectations. Since fear of failure inhibits performance, give people the freedom to risk failure. Let them know they are important to you.
• Never operate according to assumptions. What you assume may not be correct. Get the facts before taking action. Consider all the times that assumptions, by you or others, have caused problems in your office.
• Three rules for effectiveness: keep only current projects and necessary tools on your desk; keep reference materials within easy reach; straighten your desk before leaving the office for lunch or for the day.
• Spruce up your office. Researchers say the appearance of your office can either greatly improve or severely hinder your ability to work productively.
• Use mapping protocol. This may seem obvious to those who do it, but still so many ignore this rule when preparing maps for newsletters or brochures: always position maps so NORTH is at the top of the page—and indicate that on the map.
• Keep the message on your voice mail current. Speak distinctly and give specific instructions on how the caller is to leave a message. Check your machine immediately upon returning to the office. You must be conscientious about responding to messages if people are to gain confidence in leaving them.
• Work ahead whenever you can. The temptation is always to relax when the pressure is off, but the better way is to keep focused when everything is going your way so you can ease back when circumstances aren’t as advantageous.
• Have a place for everything. This saves you time searching for things and gives you the advantage of working in a clutter-free environment. If others in your office are not so tidy, your actions set a positive example.
• Schedule some relaxation time every day. A few quiet minutes of prayer can do wonders for your effectiveness and for your spirit.
• Add your personal touch. A handwritten “Thanks” at the bottom of a letter conveys caring and is makes your communication more meaningful to the receiver.
• Be gracious. When a project you are involved in does well, share the credit. It makes your coworkers feel good and makes you look more professional. If the project goes poorly, learn from it and move on. Take the words, “I told you so,” out of your vocabulary.
• Keep confidences. Never divulge information that comes your way because of your position. “The strongest human emotion is not love or hate, but the unquenchable urge to share a secret.” The Christian professional must simply never give in to that urge.
• Be an adult. Life is not perfect or fair. Never whine about bad breaks that come your way. Accept the inevitable knocks of your work life with grace.
• When you need help, ask. If you don’t know the answer to a question, say so and then try to find the answer. If you make a mistake, admit it. Never bluff; it undermines your credibility.
• Show respect for time. People are more likely to be on time for meetings scheduled for an unusual time (10:05 or 2:10). The unspoken message is that you consider all time valuable and will not waste it.
• Have a private stash. Keep an emergency reserve of essential office supplies in a place known only to you. If someone uses the last box of envelopes or last computer disk, you will have a backup to get you through.
• Be willing to do tasks not on your position description. Christian office professionals must be willing to roll up their sleeves and take on the jobs that simply need to be done. Establish yourself as the person who is not afraid to dirty your hands in service to others.
Working smart vividly communicates your professionalism. Go that extra mile!
Please share your thoughts, comments, questions!