CeeBee: CareerBuilder.com's Job Search SmartyPants

Can you hear me now?

This morning while I was doing some research for an upcoming article,  I had a few questions about the information I was finding. I clicked on the "Contact Us" button on the site, and up came the PR contact for the company. I got his name, address, phone, fax and e-mail.

As I picked up the phone to call him, I rehearsed what I would say in my head...

"Hi, I'm a writer for CareerBuilder.com..." no, that doesn't sound right. "Hey, I'm looking for some more information on..." no, not that either.

I hung up. As I clicked on the contact's e-mail address and I quickly typed out my request, I thought about my actions. Why couldn't I just pick up the phone and call the guy? It's not like I was in 6th grade and calling my crush or anything.

And then it occurred to me - I sort of forgot how.

When it comes to the phone, the only people I really talk to are my friends and family - at work, e-mail is my choice of communication. In a time where technology rules, this isn't surprising, so I thought that if I'm having a problem, other's might be too.

Here's a quick lesson in telephone etiquette from Marjorie Brody, author of "Professional Impressions: Etiquette for Everyone, Every Day."

When the telephone rings...

Answer all calls within three rings, Brody advises. When you pick up, smile (she says it will come through in your voice) and identify yourself. For example, "Victoria Smith speaking" or "This is Victoria Smith."

Screening your calls

Everyone is busy - there's nothing wrong with having your assistant screen your calls, or screening them yourself - as long as everyone is getting screened, and not just certain people.

If you use voice mail to answer your calls, Brody suggests keeping your outgoing message up-to-date with the time you expect to return or be available.

Calling back

The sooner, the better, Brody says. Always return a phone call within 24 hours. Even if the call isn't about something you can help with, let the caller know so he or she can look elsewhere for help.

Scheduling a conversation

Scheduling a phone call is the same as scheduling a meeting, Brody says. You wouldn't ignore a meeting or appointment you made, so don't "stand up" someone who is waiting to speak with you.

Holding a conversation

Keep your full attention on the person you're talking to , no matter what else is going on around you, Brody says. Concentrate on listening - not on checking your e-mail, not doodling on a notepad - listening.

When you are the caller

Before calling, get organized. Know what you want to say and accomplish, Brody says. (This was my problem earlier!) Identify yourself immediately.

Oh, and never make any comments in your work area until after you've hung up, Brody says. Even then, make sure it's on the hook - you don't want the other person to hear anything you say if they're still on the line.

Speakerphones

Plain and simple, unless you're on a conference call, using speakerphone is rude - don't do it, Brody says.

Voice mail

You want your voice mails to be professional, Brody says. Keep the message brief; speak slowly and enunciate; and give your name and number at the beginning and end of the message.

Cube Monkeys!

From the editors of CareerBuilder.com and Second City Communications comes Cube Monkeys!

Coming to bookstores nationwide on September 18th is a new book by CareerBuilder.com and Second City Communications titled, "Cube Monkeys: a handbook for surviving the office jungle."

Filled with hilarious irreverent humor, Cube Monkeys is the "must have" resource for anyone who "must have" taken a wrong turn in their career. From nightmare bosses and co-workers to cube etiquette and meeting mishaps, Cube Monkeys helps workers tackle the challenges faces on the job every day... and brings some comic relief to the workplace.

 

See the Book in Action! CareerBuilder and Second City launched two videos on YouTube, highlighting lessons from the book:

Impress the Big Dogs
http://www.youtube.com/watch?v=GJucTMlc-ks

Boss to English Dictionary
http://www.youtube.com/watch?v=tnQRqQP4a6o

Here are some excerpts from the book:

Quiz: Are you the Office Party Animal?

1. Your cubicle...
a. Is always neat and tidy.
b. Has a certain homey charm.
c. Has been moved to the strip club down the street.

2. You prepare for the annual office Christmas party...
a. A few days in advance.
b. A few weeks in advance.
c. In June.

3. How do you take your coffee?
a. With just a hint of cream.
b. With a few packets of sugar.
c. With gin.

4. Your fellow employees enjoy carpooling with you because...
a. You always pay for gas.
b. You make friendly chitchat.
c. It invariably results in a spontaneous road trip to Tijuana.

5. You greet new clients...
a. With polite professionalism.
b. As a future friend and colleague.
c. By handing them a business card that reads: "Sleeping through my job since 1995."

6. Your 401(k)...
a. Is your retirement fund.
b. Is being saved for your kids' education.
c. Has already been used for keg money.

7. Lunchtime is the right time for...
a. Getting extra work done.
b. Returning all of your unanswered e-mail.
c. Doing beer bongs in the bathroom.

8. Your weekend begins...
a. Saturday morning.
b. Friday at 5 P.M.
c. Sunday at midnight.

The Boss Says: "Great job on the report!" Translation: "I'm taking credit for your work."

The Boss Says: "I have to attend an off- site meeting." Translation: "I'm having an affair."

The Boss Says: "Let me give you some broadstroke ideas and you can fill in the rest." Translation: "I still haven't learned how to create an Excel document."

The Boss Says: "Headquarters has assured me we will not be affected by the merger." Translation: "You are going to be fired."

The Boss Says: "I'm not sure if what you are suggesting is in alignment with our core competencies." Translation: "What exactly do we do again?"

The Boss Says: "This office is a family and my door is always open if you ever need to powwow with Papa Bear." Translation: "I am a tool."

The Boss Says: "I'll be out of the offi ce for a couple hours with senior management, but you can reach me on my mobile." Translation: "I'm playing golf."

The Boss Says: "I'll be off- site and unreachable for the rest of the afternoon." Translation: "I'm playing golf and I expect to be very, very drunk."

The Boss Says: "I think we should order in some lunch for the team." Translation: "None of you are getting a raise. Enjoy your pizza."

The Boss Says: "I don't want to have to micromanage this whole operation!" Translation: "I'm the boss because I made good business contacts at my Ivy League university; I don't know how to actually do things."

The Boss Says: "This came down from up top." Translation: "I have no real power."

The Boss Says: "I can't give you an answer at this moment. Let me survey the situation and see what we can leverage out of it." Translation: "Oh God, I wish I was still in sales!"

10 Meeting No-No's

Unfortunately, meetings are not an expendable part of corporate America. They are, however – or at least they can seem like – a colossal waste of time. (Unless, of course, food is served.)

Mind-numbing as they may be, meetings are necessary. If conducted efficiently, they’re useful and can help you stand out in the workplace.

Though you might be making all the right meeting moves, there are always folks who struggle with the concept of “good meeting behavior.” There are always those who talk out of turn, snap their gum loudly or spin in their chairs while others are speaking.

Whether you’re the meeting leader or just a participant, prevent yourself from being “that guy” and never make these meeting mistakes:

1.       Being Unprepared.

Participant: If you receive an agenda or support material beforehand, read it. Or, contact the leader of the meeting and ask for some background info. Figure out what you’ll be able to bring to the table in a discussion.
Leader: Make sure any technical aides are working – have a back-up plan if they aren’t. Confirm your meeting room; make sure it’s big enough for all attendees to fit comfortably and prepare the room beforehand so you aren’t wasting people’s time. Always provide an agenda or support material in advance.

2.       Showing Up Late.

Participant: Whether you’re in a meeting with two people or 200, get there on time. Being late will damage your image and show your disrespect for others’ time. Don’t expect others to review what you missed if you are late.
Leader: Don’t call an “important” meeting and then make everyone wait for you to stroll in at your own convenience. Worse, don’t forget about the meeting altogether and leave your co-workers waiting for you.

3.       Being a Meeting Hog.

Participant: Don’t talk just to talk – plan to speak when you have something useful to say. If you’re asked to say something, be conscious of how much floor time you’re taking to make a point. Be blunt, be brief and be done.
Leader: It’s your job to facilitate proper flow of conversation. If there’s someone hogging the floor, it’s up to you to keep track of the time and let others have a turn.

4.       Sitting Silently.

Participant: Refusing to participate will earn you a label you don’t want: Either as someone who lacks creativity or who can’t get things done; or your colleagues might get the vibe that you think you’re too good to offer your input. Engage in conversations, even if it’s only to share one suggestion. Otherwise, don’t bother showing up.
Leader: Encourage participation. Don’t hand attendees a topic and let them run with it – lead the conversation and motivate others to get involved. If no one volunteers, take it upon yourself to ask people for their questions, comments and opinions.

5.       Expressing Rude Body Language.

Participant: Sleeping, sighing, slouching in your chair, hair tossing/touching/smoothing, spinning in your chair, leaving the room, eating loudly and making rude gestures or facial expressions are all distracting, rude and disrespectful.
Leader: Manage those who are being rude. Don’t put anyone down, but don’t tolerate disrespectful behavior.

6.       Conducting Sidebar Conversations.

Participant: Having a side conversation is possibly the rudest thing you can do in a meeting.  Even if you’re discussing the topic at hand, save sidebar conversations for after the meeting.
Leader: If you notice attendees chitchatting, ask if there’s a question or concern – this turns the attention back to the meeting’s issues, and lets everyone know sidebar conversations aren’t tolerated.

7.       Arguing or Putting Others Down.

Participant: Disagreements are fine – as long as they’re appropriate. Don’t make others (i.e., the boss or your co-worker) look bad. Don’t contradict them, expose their mistakes in a condescending way or ignore their points altogether. If you have something to debate, do it in private and don’t waste everyone’s time.
Leader: There’s no need to discredit others’ ideas or comments just because you are leading the meeting. Be professional when you disagree.

8.       Leaving Your Cell Phone On.

Participant: Cell phones shouldn’t even enter the boardroom, but if they do, turn them to vibrate mode. Interrupting meeting progress with your calls is distasteful and disrespectful. If you’re expecting an obligatory phone call, either skip the meeting or let everyone in the room know in advance the call might happen and excuse yourself quietly when (and if) it does.
Leader: Same advice - leave cell phones out or turn them off.

9.       Chewing Gum.

Participant: The smack, crackle and pop of your gum are annoying, not to mention rude and unprofessional. Get rid of it.
Leader: You want attendees to pay attention to you, not your gum-smacking.

10.   Shutting Down After the Meeting.

Participant: Forgetting what you heard in the meeting is counter-productive. Hold onto support materials, and if you still have questions or concerns, contact the leader.
Leader: Tie up all loose ends in the meeting. Reach a consensus if necessary; otherwise, summarize effectively to answer any and all questions.

Note to self: Post these tips in meeting rooms.

When you love your boss and hate your job

According to a survey listing the worst employers of television from outplacement firm, Challenger, Gray and Christmas, C. Montgomery Burns of Fox's “The Simpsons,” and Cosmo Spacely of Hanna-Barbera's “The Jetsons,” top the list of terrible employers on T.V.

Everyone who works is likely to have had (or currently have) one bad boss or something negative to say about one of their current or previous employers.  But what do you do when you and your boss get along great but the job itself is the cause of your dissatisfaction?

Here is some advice from a Careerbuilder article on how to deal:

1. Enlist your boss's help to find another opportunity within the company: If you like your company but are just unhappy in your position, talk to your boss about alternative opportunities within the company. Chances are, your boss will be happy to help. Shawn, a travel industry marketing coordinator, loved working for her manager. She was well-compensated, highly regarded and given great projects. But with the birth of her second child, the long hours and off-site photo shoots were causing serious child-care issues. When a position within the company opened that required no travel and more regular hours, she asked her boss to sponsor her for the job posting. She got the new job and was able to negotiate a flexible schedule that allowed her to work from home one day a week.

2. Be a team player: You may hate your job, but you should never leave a good boss in the lurch. Mike, a veteran auto parts sales director, had spent nearly every week of his career on the road making sales calls. He had a great relationship with his boss, but knew that as long as he continued in sales, he would always be away from home.

Growing up in an entrepreneurial family, Mike dreamed of owning his own business. He talked with his boss about his plans to quit his job and start a car restoration shop.

Though disappointed to be losing a good employee, his boss encouraged Mike to pursue his dream. Mike was not only honest with his supervisor, but he was also a team player and stayed on for two extra months until his boss found a replacement.

Five years later, Mike's business is thriving and he's received several business referrals from his former boss.

3. Realize good opportunities can pop up anywhere: You may think that your current job is just a way to pay the bills, but remember that every job is an opportunity to make new contacts. Emma was working her way through graduate school at a record store. The work was monotonous and dull, and she knew that it was not a long-term opportunity. However, she worked hard and was a strong employee.

She kept in touch with her former boss, with whom she had built a good working relationship. Today, Emma is a stay-at-home mom and her boss is running for office in

Colorado

. Emma helps him by editing his campaign materials. This opportunity provides her with experience for her resume, keeps her active in the field of writing and editing and will be valuable when she decides to re-enter the workforce full time.

4. Do a good job -- no matter what -- and earn a life-long ally: It might be tempting to take it easy if you are in a job that you hate. But taking pride in your work -- no matter what kind of work it is -- will help you. Sarah was a recent college graduate who worked as a secretary at a financial services company in order to make ends meet. The work was not challenging and she was frustrated that she had not yet found a job within her field.

She did her job well and her boss noticed her potential. He helped her with her resume, gave her career advice, and was supportive of her aspirations. In the end, Sarah got hired at a public relations firm, a success that was helped by her boss's positive recommendation.

Remember, all experiences are what you make of them. A good boss might not be enough to keep you in one place, but can be a wonderful mentor who will play a positive role in your future.

Lay-offs for Labor Day

With the holiday weekend ahead, you may already be tuning out of work this week with visions of barbeques and get-togethers dancing in your head.  But if you want to keep your job, you may want to snap out of it.

The holiday set aside to give hard-working American employees a day of rest, could leave you canned according to a recent report.  In an annual study by the international outplacement consulting firm Challenger, Gray & Christmas, Inc., the most layoffs continue to occur between September 1^st and New Year’s Eve.

The firm reported to ABC News that this trend has been consistent for the last six out of 10 years, and cited economic developments – including interest rate increases and high energy prices – as reasoning behind the company cuts.

With the recent onslaught of big business names cutting back to save business costs and smaller companies likely to follow suit, the future may look bleak, but you can still make a few moves to save your job.

Tory Johnson, CEO of Women for Hire, advises tuning into your workplace and looks for clues such as hiring freezes, sudden resignations, cutbacks and management changes.  Here are a few more steps you can take to secure your employment:

Make yourself visible

If your company’s recent activities pair up with Tory Johnson’s signals for downsizing, you may be tempted to pull a vanishing act (or curl up in a ball and cry), but now is not the time to do that, or to leave early or soak up all your sick days.  Management will be evaluating your performance, and you’ll want to show everything you have to offer.

Take a rain check for your vacation

Again, with the visibility issue.  You may have stockpiled your vacation time to jet-set to Maui (or work from the beach), but using your time-off when the company is in critical condition will make you look like a less valuable employee, even if you haven’t missed a day all year.

Show ‘em what you’ve got

I know you’re probably thinking, “I give everything I’ve got to this job all of the time,” and I also know that you’re probably right, but with your job possibly in jeopardy, these next four months should be your shining glory.  It would be nice to think that your accomplishments will stand out as your company stands at the chopping block, but if you’re at a particularly large organization, you shouldn’t assume it will do so on it’s own.  If you’ve got ideas on what could help the company budget or you are an expert problem-solver, now is the time to lend your skills to securing yourself as an indispensable staff member.

Return to the basics

Remember what you were doing before this job? The interviewing process maps out a lot of guidelines about how to dress and behave to impress potential employers, and that’s exactly what you’ll need to do now, only you have the job.  Dress up a little nicer, soak up a little more industry information, and try to keep your job complaints to yourself (at least at work).  Even if the company doesn’t keep you on-staff, you’ll be better prepared for future interviews.

Friends at Work

I recently posted the effects loneliness can weigh on your job, [scroll down two entries] but in case you were wondering about the benefits of on-the-job friendships, recent studies suggest that your job satisfaction is significantly higher.

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According to a recent study by The Gallup Organization and Tom Rath, having at least three close friends at work makes you 46 percent more likely to be satisfied with your job.  The buddy effect loosens you up, making you feel creative, passionate and engaged in your job, and ultimately, contributing to a higher overall job satisfaction.  However, less than 20 percent of workers are at companies that value work friendships, according to Rath, who reported these findings in his new book: “Vital Friends: The People You Can't Afford To Live Without.”

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There are still some drawbacks, with “bellyache buddies” (who base their friendship on mutual disdain for people or policies in the workplace) or office cliques, but overall, the positives outweigh the negatives.

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If you’re looking to build on-the-job friendships at your work, talk to HR or your boss to gain an understanding of the office policies on workplace friendships, (some companies may have strict guidelines on office fraternizing or boss/employee friendships).  If you work for a company that supports work buddies, go from there and talk with your company about building on places to socially congregate and strengthen office friendships.

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By: Candace Corner

CareerBuilder.com

Are You Weighing in from Work?

If the waistline on your workpants seems a little snug, you’re not alone.  According to our recent “Work and Health” survey, forty-six percent of workers reported gaining weight since starting their present jobs.  One-in-five workers say they are more than 10 pounds heavier, while nearly one-in-ten workers have packed on more than 20 pounds.

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The industries people work in also play a big role in whether or not they gain weight. Retail workers reported the smallest weight increase at 35 percent.  Sales workers had the second smallest with 39 percent reporting a weight gain.  Accounting/finance workers saw a 53 percent increase and IT workers saw a 54 percent increase.  Government workers topped the list at 57 percent.

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With long work hours and office vending machines on-hand for easy snacking, company wellness programs would lead to significant improvement, but 80 percent of workers report their companies don’t offer incentives to help them stay healthy.

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In addition, the state you live and work in could be playing a part in gaining weight.

Here are some tips Careerbuilder offer for keeping control over the battle of the bulge:

• Use your commute. If you drive to work, park farther away from the office. If you use public transportation, get off the bus or train a stop or two early and walk the rest of the way.
• Stock up on brown bags. One-third of workers say they buy their lunches instead of bringing them at least three times a week; 12 percent eat out Monday through Friday. By packing your own lunches, you can control portions and lessen the strain on both your waistband and your wallet.
• Put in some face time. Instead of relying on instant messaging or e-mail when you need to chat with a colleague, walk over and talk to them face-to-face. Those extra steps will add up.
• Only eat when you’re hungry. Many workers turn to food to ease their boredom and stress. Keep a bottle of water at your desk and drink it throughout the day to curb your urge to chow down.

Snack smart. One-third of workers say they snack at least twice a day at work, and 40 percent eat more unhealthy snacks at work than they do at home. Skip the vending machines and start packing healthier snacks like crackers or raw veggies.

By: Candace Corner CareerBuilder.com

Getting Down to Business

Undoubtedly, you’ve heard or read some advice on what limits “casual” has in your workplace, but did you know that for every company that allows it, there are a few more that favor the formality of traditional business garb?

A few recent surveys state that more employees are in favor of a more formal dress code, and that the workplace is seeing a decline in business casual dress codes. The argument is that a relaxed workplace equals a decrease in productivity.  Another concern is that business casual gives too much room for interpretation, or that people take advantage of relaxed dress codes by dressing inappropriately, which ruins their business image.

If you disagree, let us know. 

If you favor business casual and want some advice on what you should wear to work, go here. 

And if you don’t want to do either of those, but like reading about dress codes, check this out. 

By: Candace Corner

CareerBuilder.com

Going Up? How to Master Your Elevator Pitch

You’ve updated your resume, collected your references, dry-cleaned your power suit and are ready-to-go…

…or are you?

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If your job-interview and networking presentations are packed with long pauses or sound more like unstructured ongoing rants, no amount of ironing and editing will help you make the impression you’re trying to make.  That’s why you need to map out your elevator pitch before you head over to a networking event or answer the dreaded, “tell me a little bit about yourself” question at an interview.

Wikipedia defines an elevator pitch as a brief overview of an idea for a product, service or project that can be delivered in the time span of an elevator ride, or within about thirty seconds.  The focus is on promotion, which is exactly what you’re doing when you’re trying to sell someone on the idea of hiring you or keeping you in mind for future job opportunities.

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There are a variety of online articles, experts and books with suggestions on how to perfect your pitch, but here are some common guide lines:

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Figure out your top accomplishments

Think back to the personal and professional events in your life and write them down.  Ideally, you should come up with situations that reflect a balance of the two.  Construct a brief summary of how you handled those situations and what you learned from them.

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Find your main points

Narrow your experiences to around five main points that are relevant to your current career path/job search.  These accomplishments should range from how you got started (i.e., breaks after graduating college) to your most current goals.

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Focus on your strengths

Now that you’ve figured out what points you want to include, you’ll want to make sure that your experiences are a reflection of your personal and professional mannerisms and ethics.  Are you trying to demonstrate your ability to handle pressure? Are you trying to demonstrate your ability to use teamwork to the company’s advantage?  Make sure your accomplishments clearly suggest what points you’re trying to highlight and how those qualities match up with the company’s values and needs.

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As mentioned previously, you’ll want to keep this personal pitch around thirty seconds, especially for networking events.  Interviews allow a little extra time, but you still want to keep it concise as possible lest you risk ranting on endlessly.  The listener is looking for key points that will tell them why you’re a good candidate for a job, so save the life story for your memoirs.

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By Candace Corner

CareerBuilder.com

Telecommuting: Can You Handle It?

According to a National Technology Readiness Survey, workers who have an option of telecommuting or jobs that work well with the telecommuting environment, still often choose not to.

The upside for ditching the daily commute goes beyond clocking in with your pajamas still on.  Telecommuting allows flextime, giving you the opportunity to choose your hours and be there for your family or other obligations when the times come.  Instead of staring for hours at a blank screen, you settle in for increased productivity.  You also have the luxury of  avoiding bumper-to-bumper traffic or overfilled public transit and saving money on the cost of traveling to work.

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But there are downsides.

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“Out of sight, out of mind” can play a role in why telecommuters get passed up for promotions.  And if you’re out of the office all week long, you’re missing out on the social interaction with co-workers.  It can also be difficult to separate the responsibilities of home and job.. 

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Figuring out whether this is the right choice comes down to you, the company, and your role in the company.  Are you a self-starter? Are you extremely organized? Is your company close-knit or all over the place? What kind of work do you do there?

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If you have a life at home that allows you to close yourself off when you need to, then you’ll be more apt to adjusting to telecommuting.  If you’re home life creates a constant demand for your attention, you’ll need to find a way to take control of the situation so that your family, room mates, or friends can distinguish your work hours from your off time.

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You also need to think about your workspace.  In the same way studying in your bedroom can lead to napping, setting up shop at your kitchen table could have you examining more than spreadsheets or Word documents.  You may feel pressed to clean up around you and abandon your work altogether.

In other words, telecommuting is for the extremely self-disciplined.  If you feel like you can handle it, read this article about how sell your boss on making the change.

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By: Candace Corner

CareerBuilder.com