Effective Time Management
11 Signs You’re Not Managing Your Calendar Effectively
Time to admit there’s a better way to stay on top of your appointments.
If you’re like most entrepreneurs, your calendar is jam-packed. However, that doesn’t mean that it’s been managed effectively. In fact, it may merely be a cluttered mess that’s setting you up for failure. But how can you tell? As the founder of Calendar, an app that helps business owners manage their time better, I’ve studied over 200 million calendar meetings and formulated these 11 signs you’re not managing yours effectively.
1. You’re known for saying, “There just isn’t enough time.”
Has it been brought to your attention that you frequently complain there isn’t enough time to get everything done? Let’s not sugarcoat this — that’s a lie. As author H. Jackson Brown Jr. correctly said, “Don’t say you don’t have enough time. You have the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson and Albert Einstein.”
Instead of whining, do something about it by making time. How you go about this is different for everyone. The first place to start is by conducting a time audit. For example, you may notice that you over- or underestimate how long it takes you to complete a task, or that you’re spending too much time on unproductive activities like checking social media.
2. Punctuality isn’t your strong suit.
I have a friend who is always late. It’s almost his mantra. And while it’s something that we joke about, the fact of the matter is that being tardy is one of the worst habits you can possess both personally and professionally. Lateness is rude and disrespectful and will eventually harm your reputation and fracture relationships. Not to mention that scrambling and rushing from one thing to the next has to be stressful,
As with feeling short on available hours, a quick time audit can help you root out this unfortunate tendency and offer better insight into daily rituals like the commute to and from work. Also, get into the habit of leaving buffers between appointments and meetings and start taking into account travel time so that you can leave punctually.
3. You don’t know the last time you reviewed your calendar.
At minimum, you should at least glance through your calendar every evening and first thing in the morning. That may sound exacting, but preparation will always breed confidence. You’ll begin to be where you have to be on time. The reason I look over my calendar in the a.m. is to make sure everything is still in order. For instance, a conference call with a client could have been rescheduled while I was asleep.
Checking beforehand will save you time and keep you organized. You’ll use extra time slots for preparation for something else. Scheduling and rescheduling are only possible if you use the right tools. Consider scheduling software, such as intelligent calendars, that will keep you on top of your game. Carve out the time to review your calendar every week and month will keep you organized and on top of your intentions.
4. It’s homogenous.
What do I mean by this? If your calendar isn’t color-coded, then every one of your entries is the same color. That may not sound like a big deal, but you want to know exactly where to look when you open it. Confusion is not going to catapult you toward higher productivity.
How you color code is totally up to you. However, you should be aware of some psychology, e.g. grey represents balance, which makes it an excellent choice for meetings, while blue triggers a relaxation response that’s ideal for less-taxing tasks.
Another option would be to use chakra color-coding. Thinking chakra is a method in which each color is associated with the body’s energy points. Though I don’t personally use this approach often, specific colors do mean things to me, and carrying that over to my calendar keeps me motivated.
5. You accept all time requests.
You have to be selective when it comes to requests for your time, and the most natural solution is to say “no” more often. I know this can be awkward for some people, and you don’t want to let others down, but your time is your most valuable resource. Accepting every invite or stopping what you’re doing every time to help someone else out will lessen time spent on your own priorities. Only say “yes” when you have the availability or it’s something that you’re genuinely excited for. If not, politely turn down the request.
6. Scheduling conflicts are the norm.
You just got invited to a friend’s birthday dinner. Without consulting your calendar, you accepted the invite. Then, the day before the party, you received a reminder about a client meeting that night and have to make a last-minute decision that’s going to tick someone off.
Scheduling conflicts are unacceptable. They do nothing except add more stress and anxiety to your life and jeopardize your relationships. Before accepting an invite, make sure that you have nothing else in your calendar. If you have a blank space, then schedule it and block it, and remember those aforementioned buffers between appointments so that you leave plenty of time to get from Point A to B.
7. You’re full of excuses.
Florence Nightingale once said, “I attribute my success to this: I never gave or took an excuse.” I love that quote. We all have the same 24 hours in a day. If you aren’t getting work done or running late, you aren’t managing your calendar effectively. In short, stop with the excuses. No one wants to hear them. Instead, get your calendar in order and make the most of the time that you do have.
8. Indecisiveness, procrastination and perfectionism is the rule.
These three terms might seem unrelated at first glance, but each can reveal the roadblocks to your success. For example, do you spend an excessive amount of time choosing between options A and B? Maybe you put off working on a task until the last minute and you obsess over your work being perfect.
Ask yourself if you’re indecisive. Are you putting off what you have to do via procrastination or suffering from perfectionism? Each of these symptoms can throw you’re entire calendar out of whack. You may have set aside two hours to get something done, but it takes you four. As a result, those two extra hours carry over to your next item.
It takes some practice and self-discipline to break these bad habits. Sticking to the allotted time you’ve given to a specific task in your calendar is a start. And once you get started, your brain doesn’t want to leave the work unfinished thanks to the Zeigarnik Effect. Plus, you can always go back and revise your work when you have the availability.
9. Your relationships are in peril.
Do you feel that your personal and professional relationships are strained because of your tardiness or unreliability? That may be an indication that you’re not correctly managing your calendar. For example, you may overcommit, leading to scheduling conflicts, or be known for running late because you scheduled back-to-back meetings. When your calendar is in order, you will immediately see a reduction in these inconveniences and begin to demonstrate that you are reliable and respectful of other people’s time.
10. Email is your primary scheduling tool.
If you’re still using email as your primary tool to schedule appointments, then it’s time to find a better alternative. As opposed to responding to lengthy email threads, use automated scheduling software that only shows others when you’re available. If a specific time is already booked, then the software won’t allow anyone to schedule an appointment with you.
11. You’re burnt to a crisp.
Finally, a finely tuned calendar will save you from burning out. If you are not organized, it puts your health in jeopardy, making it more likely that you’ll forget your goals, diminishing your work performance. While managing your calendar won’t solve all of these problems, it’s an effective way to alleviate burn out. The main reason you’ll want to work on the goal of a balanced calendar is that by using this tool, all other goals can be realized. You’ll maintain a healthy work-life balance and take breaks when you need them.
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Move Over, Work-Life Balance. Hello, Work-Life ‘Integration’ As a busy executive, Margaret Keane has had to find creative ways to fit time with her family..
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Nov 29, 2019Job Offer Management
How To Turn Down A Job Offer Without Burning Bridges Sometimes you have to make the difficult decision to turn down a job offer. It’s..
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Nov 22, 2019Spend your day wisely
How To Spend Your Working Day Wisely And Actually Get Things Done Time doesn’t discriminate. The CEO of a Fortune 500 company with an overloaded..
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Nov 15, 2019Transferable Skills
How To Prove You Can Do The Job, Even Without Direct Experience "Tell me about a time you...." As a career switcher, you may be..
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Nov 8, 2019Career Challenges
7 Unexpected Career Detours That Can Benefit You When most professionals introduce themselves or create a LinkedIn profile, they appear to have a smooth, well-planned..
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Nov 1, 2019Advance Your Career!
Four Myths You Should Ignore If You Want To Advance Your Career In today’s competitive corporate landscape, standing still is equivalent to moving backward. No..
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Oct 11, 2019Personal Branding
Six Sacred Rules For Personal Branding In The Digital World Everything has gone digital – including you. The move to all things digital may have..
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Oct 4, 2019October Job Search
3 Things You Need To Know About An October Job Search Seasonal timing has a large impact on a job search. It can work in..
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Sep 20, 2019Belonging At Work
Belonging At Work Is Essential—Here Are 4 Ways To Foster It In the complex study of human psychology, one finding is remarkably consistent: our well-being..
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Sep 13, 2019Job Search Pitfalls
How To Avoid The Five Emotional Pitfalls Of A Job Search Spoiler alert: your job search will be anxiety-inducing, frustrating, and at times, painful. It..
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Sep 6, 2019Back to Work
Summer's Over: Here's Why It's The Best Time For Job Seekers And Hiring Managers To Act Now Labor Day has come and gone, which means..
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Aug 23, 2019Great First Impression
How To Make A Great First Impression At Your New Job You only get one chance to make a first impression, so make it count...
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Aug 16, 2019Purpose And Values
How To Connect With Your Company's Purpose And Values Some employees feel fully inspired by their company's mission, vision and values. But they don’t just mindlessly glug the Kool-Aid—they connect on a deep,..
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Aug 9, 2019Holiday Season Job Search
4 Reasons You Should Keep Up Your Job Search During the Holidays Now that the holidays are upon us, you may be considering taking a..
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Aug 2, 2019After the Interview
What Not To Do After A Job Interview The waiting period after a job interview can be one of the most stressful times. You’ve done..
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Jul 26, 2019Job Search Difficulties
3 Surprising Reasons Your Job Search Still Isn't Working It’s been months into your job search and you’re just about ready to pull your hair..
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Jul 19, 2019Attitude vs IQ
Why Attitude Is More Important Than IQ When it comes to success, it’s easy to think that people blessed with brains are inevitably going to..
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Jul 12, 2019Video Interviewing Tips
Video Interviewing: Lights, Camera -- But No Connection Nothing screams “personal” more than you on a 20-inch video monitor, beaming in from a remote location..
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Jul 5, 2019Overloaded And Overwhelmed?
Overloaded And Overwhelmed? Four Things You Can Control When Your Workload Is Out Of Control Our research indicates a terrifying 43% of knowledge workers do..
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Jun 21, 2019Employee Empowerment
4 Leadership Methods for Empowering Employees and Building Strong Teams Realizing your responsibility to lead can be scary, but done right, leadership breaks down to..
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Jun 14, 2019Career Summer Checkup
A Career Summer Checkup For Professional Growth Whether you’re graduating college or gearing up for your first fiscal year-end performance conversation, the summer months represent..
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Jun 7, 2019Five Things Employees Want
The Five Things Employees Really Want I haven't managed to catch all the episodes of Undercover Boss this season, but there was one I knew..
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May 31, 2019Thrive At Work
6 Steps To Unleash Your Inner Polymath And Thrive At Work In a previous article I explored some of the virtues of striving for a..
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May 24, 2019Successful and Happy
The One Daily Action That Will Make You More Successful And Happier At Work In our fast-paced world where we have more to do than..
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May 10, 2019How to Evaluate, Accept,…
Congratulations! You got the job. Now for the hard part: deciding whether to accept it or not. How should you assess the salary as well..
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May 3, 2019Great Employees
What It Takes To Be A Great Employee: The Parable Of The Oranges Being a great employee pays off with better positions, higher pay, and..
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Apr 25, 2019Your first Job
10 Essential Strategies To Succeed In Your First Job Congratulations, graduate! After the exhausting and stressful process of finishing school, searching for and landing your..
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Apr 12, 2019How To Escape Procrastination
How To Escape The Procrastination Doom Loop When you imagine a highly productive person, you likely think of someone who focuses effortlessly on the job..
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Apr 5, 2019Exceptional Employees
8 Clues That a Candidate Will be an Exceptional Employee Over the past 40 years, I have reviewed at least 30,000 resumes and LinkedIn profiles..
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Mar 22, 2019Increase Employee Retention
4 Smart Ways to Increase Employee Retention Keeping your employees once you have them is a thorny problem in the staffing services industry. The difficulty..
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Mar 15, 2019Things Happen!
Here's How To Recover From A Career Setback Whether you’ve botched an interview question, cancelled an important meeting last-minute or missed a typo in an..
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Feb 22, 2019How to Assess Transferable…
How do you make sure you don’t lose out on those candidates who bring additional talents, interests, and unusual experiences that can be a real..
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Feb 15, 2019Workplace Diversity
In an 8-Minute Animated Film, Pixar Just Captured Why Companies Still Struggle With Workplace Diversity Yes, it's a movie about a pink ball of yarn--but..
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Feb 1, 2019Your Social Media Profile
Here’s what recruiters look for on a candidate’s social media profile Maintaining the right balance between being professional and being yourself on social media can..
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Jan 25, 2019Effective Job Interview
How to conduct an effective job interview As the employment market improves and candidates have more options, hiring the right person for the job has..
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Jan 18, 2019Things You Should Never…
14 Things You Should Never, Ever Say In A Job Interview It’s always intimidating to interview for a new job, whether you’re fresh out of..
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Jan 11, 2019Reasons for Leaving?
How To Answer Why You Left (Or Want to Leave) Your Employer If you want the job, don't reveal this. Job interviews are designed to..
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Jan 4, 2019A good LinkedIn Summary
Here's how to write a LinkedIn summary that could help you land your dream job, according to a marketing director at LinkedIn You might approach..
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Dec 14, 2018Stay Focused Through the…
14 Ways to Stay Focused at Work Through the Holidays We’re in the midst of the holiday season, and as you try to juggle parties,..
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Dec 7, 2018Great Employees Leave Great…
Why Great Employees Leave “Great Cultures” “We have a great culture.” We have all heard it. We have all said it. But what does that..
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Nov 30, 2018On-the-Job Training
Young Workers No Longer Get the On-the-Job Training They Need -- So They're Finding It Elsewhere With companies training people less, the most valuable path..
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Nov 23, 2018Help Your New Hires…
3 Ways You Can Help Your New Hires to Succeed Filling a vacant position is expensive, and unless you do these three things, it's liable..
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Nov 15, 2018A Successful Meeting
Three Ways To Prevent Someone From Stealing Your Spotlight In A Meeting We've all been there at one point or another. You're in a meeting,..
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Nov 9, 2018‘Bad’ Interviewee
That 'Bad' Interviewee You Just Talked to May Be the Perfect Match for Your Job Opening The 'pattern matching' that companies have long used to..
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Nov 2, 2018When should managers overlook…
Why managers should overlook results in these situations By focusing on culture and people first, you can set your team up for success in the..
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Oct 26, 2018Recruitment in Cyprus
Recruitment in Cyprus - Thoughts and Ideas from Advance Career Team Read the detailed interview published on TopJobsCyprus website and share your comments and ideas!..
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Oct 19, 2018Find Career Clarity!
How To Find Career Clarity Using Three Top Career Theories Feeling like you need to make a career pivot because your job isn’t a good..
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Oct 12, 2018Integrators VS Segmentors
Are your employees integrators or segmentors? An organization has both integrators and segmentors. Being a segmentor is a tough ask. If you choose to be..
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Oct 5, 2018Help Your Team Members…
Help Your Team Members Succeed (Especially When They're Tempted to Leave) Help that valued employee being lured by another opportunity think through what they are..
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Sep 28, 2018Avoid Toxic Team Members
Are You Hiring a 'Team' Player -- or Someone Just Looking out for No. 1? How can leaders make sure they're not unwittingly inviting a..
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Sep 21, 2018What Motivates You to…
What Motivates You to Work? That paycheck will never be big enough if it's the only reason you're going to work. Each of us respond..
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Sep 14, 2018Update Your Resume
Updating Your Résumé Might Mean Updating Yourself It seems like a total no-brainer: you should update your résumé and online profiles when you are job..
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Sep 7, 2018Tap Into Your Motivation!
Putting Yourself In Drive: How To Tap Into Your Motivation The one common component in every great success story is motivation: an ever-elusive elixir that..
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Aug 31, 2018Enhancing your job search
How To Bounce Back When The Job Search Gets You Down With a dream job in mind, an updated résumé in hand and responses to..
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Aug 17, 2018Social media can cost…
When 'What Happens In Vegas' Ends Up In Your Job Search What happens in Vegas really doesn’t stay there. That “funny” picture about that..
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Aug 10, 2018Avoid Summer Slump
How To Improve Productivity For Yourself And Your Team This Summer July and August are historically bad months for productivity. It might be the warm..
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Aug 3, 2018Emotional Intelligence at Workplace
How To Develop More Emotionally Intelligent Employees In the quest to develop leaders who will foster a culture of equity and inclusion in the workplace,..
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Jul 20, 2018Rewarding Employees Wisely
5 Ways to Reward Employees When Raises Aren't an Option Many workers are doing double duty these days because employers either can’t afford to hire..
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Jul 6, 2018Hiring the right people?
5 Steps to Hiring the Right People for Your Business "Hire slow, fire fast" is great advice, but it's not always easy to follow. The..
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Jun 29, 2018Ready for Entrepreneurial Success?
4 Entry-Level Jobs That Will Prep You for Entrepreneurial Success Success is a journey, not a destination, so think hard about where to start. Entrepreneurship..
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Jun 22, 2018Simple Work-Life Balance
Work-Life Balance Is Simple. To Succeed at Work, Get a Life. With the right balance of health and business, entrepreneurs can maximize productivity. The Organization..
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Jun 15, 2018Experience or Talent?
When to Hire Raw Talent vs. Job Experience Experience is a must for some jobs, but people with raw talent offer unique benefits. You have..
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Jun 8, 2018Back On Track
How to get back on track when you’re having an unproductive day A rocky start shouldn’t dictate your entire workday. Do these things to reverse..
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Jun 1, 2018Value of Office Communication
Why Office Communication is Highly Valued and Often Ignored A huge number of employees don't trust their bosses, and it's not hard to figure out..
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May 25, 2018Impacts of High Turnover
The Negative Impacts of a High Turnover Rate High turnover rates can negatively affect a company and its employees in many ways. With the constant..
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May 18, 2018General Data Protection Regulation
Five Final Checks To Ensure GDPR Compliance It is just one week until the EU update to General Data Protection Regulation (GDPR) compliance deadline of..
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May 11, 2018Employee Onboarding Strategies
Seven New Onboarding Strategies You'll See This Year According to a study from Equifax, more than half of all employees who left their job in..
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May 4, 2018Strategic Workforce Tools
Your Workforce Tools Are More Strategic Than You Might Think This is not a typical article about attracting talented job candidates or retention — while..
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Apr 27, 2018AI empowers HR
AI will make HR more Human, Strategic and Innovated Artificial intelligence (AI) is a source of both huge excitement and fear across the HR function...
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Apr 20, 2018Engagement Strategy
Don’t Let ‘Meaning’ Be Missing From Your Engagement Strategy Meaning is one of the five keys in building employee engagement and it may be the..
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Apr 13, 2018Negative performance feedback
Is giving negative performance feedback really negative? Negative performance feedback is a difficult topic to talk about. Does it help the performance? This feature throws..
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Mar 30, 2018Inspire Change In Your…
4 Ways To Inspire Change In Your Employees Have you ever listened to a speech that inspired you so much, you were ready to make..
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Mar 23, 2018Employees Feel and Act…
7 Ways to Incent Employees to Feel and Act as Owners Building accountability into your business culture is a leadership process. It can't be driven..
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Mar 16, 2018Don’t Shuffle People Into…
Don't Shuffle People Into the Wrong Job Just Because They're Already on the Payroll You grow your company by putting proven performers where you need..
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Mar 9, 2018The Best Internal Candidate…
Why the Best Internal Candidate Might Be from an Unlikely Part of the Company Nearly a decade since Gallup released its bible, Strengths-Based Leadership, which..
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Feb 26, 2018Minimise Workplace Negativity
Tips for Minimizing Workplace Negativity To Deal with Negativity in the Workplace, Use These 9 Tips Nothing affects employee morale more insidiously than persistent workplace..
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Feb 16, 2018Fail at Switching Jobs?
This Is the No. 1 Reason Why People Fail at Switching Jobs (and What to Do About It) There's a reason changing careers is so..
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Feb 9, 2018The future Workspace
Why a Coffee Shop Will Probably Be Your Workspace Within 10 Years As the gig economy grows, there are both social and scientific reasons why..
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Feb 2, 2018A Technique To Get…
Didn't Get Your Dream Job? This 1 Technique Could Get You a Second Chance Every job seeker experiences this at least once, if not several..
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Jan 26, 2018Prepare new employees for…
The Best Way to Set New Employees Up for Success Create an onboarding program that's both meaningful and memorable Congratulations; you've just hired a terrific..
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Jan 19, 2018First Hour, Day, Week,…
Do This In Your First Hour, Day, Week, And Month Of Your New Job Getting settled into your new job is the ultimate act of..
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Jan 12, 2018Make 2018 a Productive…
11 Expert Tips To Make 2018 Your Most Productive Year Ever Could eating cake for breakfast and never listening to your voicemail help you get..
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Jan 5, 20187 Ways Modest Leadership…
7 Ways Modest Leadership Increases Team Success When we imagine the traits of successful leaders, whether they are managers, high level executives, CEO's or owners..
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Dec 29, 2017Grateful Workplaces and Engaged…
Grateful Workplaces and Engaged Employees All leaders need to ask themselves why happy and engaged employees are worth their weight in gold. If you’re a..
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Dec 15, 2017Employee stress during Christmas
Managing employee stress during the festive period More than half of employees feel stressed in the weeks leading up to Christmas, with most calling for..
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Dec 8, 2017HR in 2022
What's HR going to be in 2022? A Study sheds some light... A recent study shows us a glimpse of what HR might look like..
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Dec 1, 2017Appreciating your employees
How to Avoid the No. 1 Reason People Leave Their Jobs William James, the father of psychology, stated that the most fundamental psychological need is..
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Nov 24, 2017HR Function in 2024
Will You Be Leading an HR Function in 2024? Here are five things to look at to examine and determine if you’ve got what it..
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Nov 17, 2017Employee Appraisals
Importance of Effective Employee Appraisals The performance appraisal may be one of the few times during the year where an employee and the reviewer, typically..
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Nov 10, 2017Your Impact at Work!
What Is Your Impact? We keep throwing this word around called "impact." Do you know what your impact is and how would you define, discover,..
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Oct 20, 2017Employees don’t see link…
Employees don't see link between pay and performance Employers gave themselves only mediocre ratings on pay programme effectiveness. Employees are struggling to see the link..
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Oct 13, 2017Working for small companies
Why You Should Consider Working For A Small Company Eighty-four percent of small-business employees are happy in their current job, according to the 2017 Aflac..
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Sep 22, 2017Workplaces still hamper productivity
Workplaces still hamper productivity Noise, lack of privacy and space are some of the factors causing the greatest dissatisfaction among office workers Nearly half of..
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Sep 15, 2017Lost your Job?
Nine Things You Should and Shouldn't Do If You Lose Your Job Most of us wouldn’t think to associate the words "joblessness" and "fun," but..
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Aug 25, 2017Top 10 Benefits Of…
Top 10 Benefits Of A Workplace Wellness Program When Google opened up in the 90s it took a unique approach to employee satisfaction. In an..
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Aug 16, 2017Write your first CV
It's all about potential: how to write a CV with no work experience Follow these tips to stand out among competing candidates – from research..
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Aug 10, 2017Friends and Career
Being Too Busy for Friends Won’t Help Your Career Friendship matters. Everything we do to succeed in our careers is improved when we’re supported by..
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Aug 4, 2017Is it time to…
The Best Ways to Reward Employees. Having an effective reward program in place can help solve many of your HR issues. Every company needs a..
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Jul 28, 2017Burnout: exhausted or lonely?
Burnout at Work Isn’t Just About Exhaustion. It’s Also About Loneliness More and more people are feeling tired and lonely at work. In analyzing the..
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Jul 21, 2017People don’t take HR…
People Don’t Take HR Seriously; Here’s Why That’s Dangerous Legacy beliefs like being the bad guy and a lack of strategic vision isolates HR, and..
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Jun 30, 2017Career Development
Think Strategically About Your Career Development In a world where the average employee sends and receives 122 emails per day and attends an average of..
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Jun 16, 2017Diversity and Inclusion
Diversity Doesn’t Stick Without Inclusion Leaders have long recognized that a diverse workforce of women, people of color, and LGBT individuals confers a competitive edge..
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Jun 2, 2017Advance Your Career
How To Advance Your Career In A Crappy Entry-Level Job Yes, you can still bring yourself one step closer to snagging that dream job even..
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May 2, 2017Employee Burnout
What causes burnout and how it can affect both the employees and the organisation How HR Can Help Prevent Employee Burnout An engaged workforce. It's..