What is meant by the following meeting terms:

a) Quorum - It means the minimum number of members of a group or organization

who must be in attendance at a meeting in order to conduct any official business. No
matter how the chair conducts a meeting, no matter what motions have been made,
if a quorum is not present, business cannot be conducted.
b) Venue It refers to a place where a meeting is going to be held.
c) Minutes -Meeting minutes are an account of an official meeting, usually of a board
of directors for a company or a governmental entity. Meeting minutes are normally
taken by one individual and then approved at the next board meeting, once all board
members have had the opportunity to review and make any corrections. Most of the
time, meeting minutes are a very technical and factual account of what took place at
the meeting. Approval of the minutes is usually done with very little, or no,
discussion. However, in some cases, such as if there is a highly contentious issue or
an error, there can be a considerable amount of discussion. Usually, the vast
majority of members agree on what themeeting minutes should say.
The meeting minutes do not become an official part of the record until they are
approved by the board.The format for meeting minutes can vary from organization
to organization, but are usually very straight forward. It starts by listing the
body meeting, gives the date and time of the meeting, members present, and offer
short review of each agenda item and a record of the vote, if any was taken, for each
item. The meeting minutes also will note the time of adjournment and usually list
the date and time of the next meeting.
d) Agenda - An agenda is a list of meeting activities in the order in which they are to
be taken up, by beginning with the call to order and ending with adjournment. It
usually includes one or more specific items of business to be discussed. It may, but is
not required to, include specific times for one or more activities. An agenda may also
be called a docket.
e) Apology it is a formal expression of regret at being unable to attend a meeting.

Discuss the following in a meeting terms

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 a) Chairperson - The chairperson presides over meetings. Most meetings require a
chairperson in order to control and direct the proceedings. They carry the authority
to keep order and maintain progress in line with the agenda. The role of the chair is
similar to that of an umpire or referee, aware of the rules of conduct and capable of
enforcing these when necessary. However, the chair is also an important member of
the group and may be required to vote on the major issues and may even have to
exercise a casting vote. The selection of a chairperson for a formal meeting may be
subject to certain rules. For example, the company secretary may be required to
chair the AGM. Informal meetings may select a chair by a simple vote or via
instructions from whoever has called the meeting. In a more formal meeting, the
chairperson will outline the purpose of the meeting and remind members why they
are there. In such a meeting there is little need to refer to this procedure as this is
implicit in the established etiquette, namely:

The chairperson controls the meeting.

All remarks are addressed through the chair.
Members do not interrupt each other.
Members aim to reach a consensus.
When discussion is underway, it is the chairperson's responsibility to ensure that it
continues to flow smoothly by involving all members present and by not permitting one
or two people to dominate the meeting. The chairperson should pace the meeting,
ensuring it runs to time. If the planning has been properly executed, this should not
prove to be a problem. At the end of a meeting, the chairperson should remind
members what they have achieved and thank them for their contributions. Finally, the
time and date of the next meeting should be arranged. Again it is to be noted that this is
one model and that succesful outcomes can be achieved in different ways with different
strategies for different purposes.

b) Secretary

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 After the chairperson, the secretary is the most important official at a meeting. It's the
secretary's responsibility to schedule meetings, make sure that accurate minutes are kept
and follow up with participants afterward, as needed.

Before the Meeting

Consult with the Chairperson on the order of business for the meeting, and the way in
which it should be dealt with on the agenda. Decide what business requires discussion and
what requires a decision by the Management Committee;
Ensure that the notice of the meeting is given, that suitable accommodation is arranged and
confirmed, and that copies of the agenda is prepared;
Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a
copy of the agenda, minutes of the previous meeting; and
Make sure that any reports or information requested at the last meeting is available or that
there is a good reason why not.

At the Meeting

Arrive in good time before the meeting with the minutes and with all the relevant
correspondence and business matters for that meeting, in good order.Record the names of
those who are present, and convey and record apologies received from those who are
absent;
Read the minutes of the previous meeting, and if they are approved, obtain the
Chairperson's signature on them;
Supervise the provision of refreshments, stationery etc. during the meeting.
Report on action or matters arising from the previous minutes. Read any important
correspondence that has been received;
Unless there is a Minutes Secretary, take notes of the meeting, recording the key points and
making sure that all decisions and proposals are recorded, as well as the name of the
person or group responsible for carrying them out. Make sure action points are clear; and
Make sure that the Chairperson is supplied with all the necessary information for items on
the agenda, and remind the Chairperson if an item has been overlooked.

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 After the Meeting

Prepare a draft of the minutes (unless there is a minutes secretary) and consult the
Chairperson and most senior staff member (where relevant) for approval;
Send a reminder notice of each decision requiring action to the relevant person; this can be
done by telephone, or by an action list' with the relevant action for each person duly
marked; and
Promptly send all correspondence as decided by the Management Committee.

c) The Other Meeting Participants

Meeting Members - These individuals are the active participants during a meeting. They
are the ones called for to attend a meeting. As stated earlier, the attendees of a certain type
of meeting are selected individuals and are called for by invitation. They join a meeting in
response to a meeting request sent out by the facilitator or meeting organizer. The
participants may or may not attend the meeting but should only do so under reasonable
grounds. Other than that, every participant is required to be present since meetings have
urgent needs and goals to be attended to. The meeting members play a major role during
the discussion and decision-making. They are expected to interact actively in activities like
brainstorming. Because they can create suggestions and can even precede the function of a
facilitator, these participants broadly determine the course of the meeting. Without
meeting members, a meeting is not called as such.

How can you utilise your knowledge that non-verbal cues communicate as a meeting
participant. Considder the following types of non verbal communications;
a) Paravocalics/ Paralinguistics - Paravocalics is the use of vocal effects to
accompany the words in oral communication. It involves the tone of voice,
the speed of speaking, the volume, pitch, pause and stress in a meeting. These
aspects have a way in which the reinforce the message of the speaker. This is

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 because they add meaning to the words of the speaker. For example when a
meeting participant speaks at a high speed, it shows that he/she is either
excited or angry. On the other hand people who are angry tend to be loud and
a pause will indicate emphasis. Higher peech means importance of a point.
Maintain the same tone. Avoid speaking very slowly. Water should be
provided so that people do not have problems in speech. Avoid shouting or
screaming. Tone is used to express meaning. Properly pronouncing words.
b) Olfactics - Olfactics is the use of smell as a means of communication. The way
someone smells can affect whether he/she communicates effectively in a
meeting. For example imagine listen at close quarters someone who has bad
body smell or breath. The way someone smells can have an impact on
whether people listen to him/her attentively. If you are a meeting participant
you should not wear deodorants which are too strong since this affects
concentration of others. Brush your teeth before you go to a meeting. Avoid
removing shoes. Putting air fresheners within the meeting venue. Take a
mint if you are a smoker or an alcoholics to suppress the smell. Make sure
that the room is well ventilated. Sitting arrangements should be such that
there is space. Make use of deodorants. Talk during the meeting. Wash your
stockings.
c) Chronemics - Chronemics is the use of time to communicate to ones self or
others. Time is conceived as circular, linear, formal or informal. Linear time is
when each activity has got a specific time slot and therefore the speaker
ensures that he/she sticks to the time allocated to him/her.
d) Proxemics . It is defined as communication using space. During a meeting,
people have to use space to supplement their delivery. The space around the
speaker expands and contracts according to ones emotional state, cultural
background and intentions. For example in a meeting, the speaker is closer to
the audience. Therefore, the way the speaker exploits the aspects of social,
physical, personal and intimate space can enhance his effectiveness.
e) Kinesics - Kinesics is the study of communication through the body and its
body movements. We communicate through the gestures we use (speech
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 related and some which are not speech related), emblems (eg. Signs which
have a meaning), illustrations (acts which aid what is being said), the way
we walk and stand,
the expressions on our faces and in our eyes, the manner in which we
combine
these variables to open or close channels, and what we look like. Specic
areas
studied in the area of kinesics are facsics; ocalics; gestics; haptics; posture,
walk,
and stance; artifactics; and physical characteristics. Gestures can be used to
point out the people who should speak in a meeting. Making sure that non
verbal cues and verbal communication do not contradict. Nod the head to
encourage other participants to say more. Using gestures to emphasise main
points.Used gestures to indicate the position of someone in a
meeting.Showing the emotional state of participants in a meeting. Taping feet
and fingers shows a impatience probably because of the length of the
meeting.
[give examples][write as many things]

f) Artifacts this is the use of objects to communicate such as clothes, earings,

watches etc to communicate. Avoid shouting colourseg yellow suit in a
formal meeting. Wear formal clothes. Avoid glittering accessories eg too
many bracelets, shiny neckchains. Avoid expensive accessories egiphone 5
etc. The clothes we wear shows respect for others.Avoid wearing too much
makeup. Maintain simple haicuts. Avoid controversial accessories eg. Earing
on the tongue. Make sure that your jacket buttons are closed. Avoid
controversial accessories eg. Samsung phone in a Nokia meeting.
Intercultural communication can have both positive and negative influence in an
organisation. Do you agree?

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The importance of intercultural communication in the workplace can not, and should not
be undermined. It plays an important role in the functioning of an organization and affects
the final output too.

Intercultural communication mainly relates to issues pertaining to speech and culture of

those belonging to an environment or land different from their own. It is obvious that a
person who grows up in China is going to have a different culture than someone born and
brought up in the United States. Even people from the United Kingdom find it difficult to
adapt to the United States and vice versa, though these are seemingly similar countries and
even speak the same language.

In the work environment, these cultures affect the behavior and values of the employees.
How they respond to superiors, to colleagues and to subordinates, are all determined by
the culture they have been bred in. Their attitude towards and their comprehension about
their surroundings is also different. Their pattern of communication is varied and their
concept of formality and informality is different. For instance, several organizations
address their bosses on a first name basis in the West. However, in other countries such as
India, it is considered informal, so every superior is addressed as either 'Sir' and 'Ma'am'.

It is when a person has to work in a country other than his own and is exposed to these
changes, that he experiences a 'culture shock'. Culture shock is defined as the anxiety and
disorientation experienced when a person is made to operate in an unknown culture. In
such cases, programs that advocate intercultural communication and encourage healthy
communication among employees belonging to various cultures, are required to help each
other adjust easily. This is extremely important because the environment impacts the
efficiency of employees, local or immigrant. The only way you can get the best out of them
is to give them a positive environment that they can embrace and move on.

How to Aid Intercultural Communication in the Workplace

Miscommunication due to cultural barriers can be avoided and the process of adjustment

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for an immigrant employee can be eased if the organization makes an effort to make him
feel welcome. Remember, he may already be having a tough time dealing with learning the
language, or just adapting to such drastic changes. Anything that the organization can do to
at least have his problems in the workplace sorted is helpful.

Maintaining a Positive Attitude

Before conducting an interaction with employees belonging to another culture, a little
introspection is required. The employees of the dominant culture in the workplace need to
identify their own attitude towards other cultures, and how this attitude is going to affect
overall communication with those belonging to other cultures. This thought process is
normally affected by certain prejudices and stereotypes, which have to be kept aside while
interacting with immigrant employees and their abilities should be assessed at an
individual level. Furthermore, taking for granted that all norms belonging to the dominant
culture are understood is wrong. There has to be an effort in understanding the nuances of
the immigrant employees culture. All this can be done only by maintaining a positive
attitude.

Understanding Diversity
It is important that employees of the dominant culture are educated about other cultures,
so that they are able to accept and understand the concept of diversity in the workplace.
Just assuming that owning to citizenship of a particular country one becomes British or
American is not acceptable. Any person carries his values, ethics and his culture wherever
he goes. If he is making an effort to understand the difference and accept cultural diversity
in the workplace, so should the organization.

Encouraging Individual Interaction

Apart from educating employees, personal interaction with the immigrant employee to
understand the nuances of his culture and explain the nuances of yours also makes a
difference. A generalized study is never adequate or as effective as a one-to-one interaction.
Furthermore, a person who is new to a culture, may fear interaction with other employees.
It is the job of the organization to draw them out of their shell and genuinely include and
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accept them as part of the organization.

Conducting Induction Programs

The first phase after recruitment includes an induction program for employees. If these are
held keeping immigrant employees in mind, it is going to ease the process for both, the
organization and the employee. In this induction program, the organizational culture can
be explained and the policies of the organization can be made clear. Even the office jargon
is a part of daily functioning in the organization and should thus be explained to the
immigrant employee. For instance, local employees know that the weekend comprises a
Saturday and Sunday. However, for those belonging to the Middle East, the weekend
comprises Friday and Saturday, and in fact, Sunday is the first working day. Such minor
details should be made clear to the employee.

Discourage Racism and Discrimination

Lastly, the best way to promote healthy intercultural communication is to discourage
racism and discrimination by strongly advocating a non-racist policy. This will prevent any
embarrassing situations that can lead to serious problems, among colleagues. While
personal attitudes cannot be altered, workplace communication can be positive only if such
rules are implemented.

Cultural diversity can have a powerful effect on communication within the organisation.
Problems occur between people of different cultures primarily because people tend to
assume that their own cultural norms are the right ways to do things. They wrongly believe
that the specific patterns of behaviour desired in their own culture are universally valued.
They have stereotypes about other cultures that interfere with communication when
people interact. Workplace diversity can lead to misunderstandings and
miscommunications, but it also poses opportunities to improve both workers and
organisations. Managers must be prepared to communicate effectively with workers of
different cultural backgrounds. A diverse workforce poses various communication
challenges to an organisation.

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Misunderstandings, inaccuracies, inefficiencies and slowness are typical communication
problems experienced by diverse groups. Communication breakdowns occur when
members often assume that the other party understands the message when in fact they do
not. People interpret information differently even when the same language is used.
Therefore, the message sent is not always the message received. Differences in
communication styles and non verbal communication can create problems. Communication
problems due to diversity may become magnified because people are afraid or otherwise
unwilling to discuss openly about the issues. Trust is an important factor that plays a
significant role in intercultural, interracial and inter-gender communication. A lack of trust
can result in miscommunication. Accent is another factor creating problems in
communication as some people react negatively to different accents. It is even considered
rude if someone does not speak in the official language. People make judgements and
mental picture (stereotypes) about others based on the kinds of expression they use
because of the region (regional jargon) from which they come. The fact that people have
different experiences accounts for many of the problems that occur when they try to
interact cross culturally. These experiences directly relate to ability to communicate.
Cultural, racial and gender differences affect our experiences.

Define a) Public Relations

The practice of maintaining a healthy relationship between organization and

public/employees/stakeholders/investors/partners is called public relations. Public relation activi
ensure thecorrect flow of information between the organization and its public also called its target audie
Public relations goes a long way in maintaining the brand image of an organization in the eyes of its audie
stake holders, investors and all others who are associated with it.

For schools, the target audience would be students and their parents/guardians, for
retailers the target audience would be customers and so on.

In the above examples, Public Relations ensures a smooth two way communication
between the school authorities and its target audiences (students and their
parents).Retailers must address their customers well for a positive word of mouth and a
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strong brand positioning. It is really important to create a positive image of any particular
brand in the minds of consumers for it do well. Public relations experts not only help in the
flow of information from the organization to its public but also from the public to the
organization.(Two way communication).The flow of information from the public to the
organization is generally in the form of reviews, feedback(positive/negative),appreciation
and so on. Public relations strengthens the relationship between the organization and its
target audience, employees, stakeholders, investors etc.

Public Relation Activities

Here are some ways of enhancing an organizations brand image:

1. Addressing the media

2. Speaking at various press conferences, seminars.

3. Advertisements to correctly position the brand, Pamphlets, Brochures, magazines

notices, newsletters and so on.

4. Corporate Social responsibility(CSR Activities)

5. Introducing various loyalty schemes for customers like membership cards, premium
clubs so as to retain the customers.

6. Various events, shows and activities.

b) Customer Care - Wikipedia defines customer care as the provision of service to

customers before, during and after a purchase. In broader terms it refers to systems in the
business place that will maximise your customers satisfaction with your business.
Customer care is vital to any business, because if your customers are satisfied and happy so
will profits and sales figures. Customer care is of more direct importance in some positions.
For example employees such as the receptionist, sales people, and other employees
interacting with customers directly on a daily basis; customer care is core to their job
description and should also be when recruiting for such staff members. However, dont
neglect the importance of customer care on an indirect level throughout any business. On
any level, customer care is present. For example, if you are in the supply chain industry; the

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Warehouse, Dispatch, Transport and Call Center Divisions are all part of the Customer Care
function. These departments are ultimately responsible for delivering the right product, at
the right place, at the right time and in the right quantities, resulting in either a satisfied or
unsatisfied customer. There are several factors that contribute to customer satisfaction for
both the consumer and other businesses. But some factors are considered essential to
customer care:

The compatibility of your product or service to your customers needs.

The reliability and efficiency in fulfilling orders.
The level and quality of your after-sales service.
The value for money in your product or service.
The professionalism, efficiency and friendliness of your employees.
How well you keep your customers informed.

Distinguish between customer care and public relations

Completely different skill set required - customer service deals with exactly that customers
needs and wants. You will need to know how to diffuse escalations, you will need to be an
expert in procedure and policy so you can resolve the problems/complaints. You need to be
resourceful, responsive, patient and keen on soft skills. (Emotional intelligence)

PR requires great networking skills, someone in PR should be highly competent in

marketing and must truly understand the political playing field that extends much further
beyond the company. PR folks also need to clearly understand the mission and values of the
organization. Customer service needs to know this as well but not at such a high level.

Distinguish the role of communication in public relations and customer care

There can be no mutual understanding without communications and mutual

understanding is the core of public relations. We generally think of communication in
terms of public speaking, exchanging information, being sincere or persuasive or

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expressing our feelings honestly. Hence we think that effective communication depends on
having a good vocabulary, or a special talent. True and effective communication does
depend on any of these factors but rather than on our ability to communicate.

Communication plays an essential role in effective public relations. Two way communication betwee
both the parties is essential and information must flow in its desired form between the organization an
public. The receiver must understand what the sender intends to communicate for an effective publ
relation. The receivers (public, target audience, stakeholders, employees, investors) must clearl
understand the senders message. (organization in this case).

The message/information needs to create an impact in the minds of customers for an effectiv
brand positioning. Communication needs to have a strong influence on the target audience for them t
remain loyal towards the organization.

In public relations, the receivers play a crucial role than the sender. The sender
(organization) must ensure that the receivers interpret the information correctly and also
give necessary feedbacks and reviews. It is really essential for the sender to understand its
target audience. Public relations experts must do extensive research and gather as much
information as they can before planning any public relation activity. Public relation
activities would go unnoticed if receivers to not understand it well. Public relation activities
must be designed keeping in mind the benefits of the target audience for a better brand
positioning. Consumer education and sponsorships are two other forms of communicating
a message about your product or service. Many public relations professionals use these
forms of comunicationto create a loyal customer that is not only well informed but also has
a positive image of the organization. The internet is becoming more and more important as
well as more popular. A company website can be used to inroduce new products, get
customer feedback, and communicate any number of things to the public.

Communication is the central aspect of all customer service. Communication provides

people with the sense that they are taken care of and that they have a voice, which leads to
satisfaction. The role of communication in customer service is to empathize, inform and
direct. Empathy with a customer is plays an essential role in customer service. It can allow

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 the customer service representative (CSR) to experience compassion and understanding
for why the customer feels the way she does. Communication also serves as a way to
inform customers of new products, services or policies. Knowledge and understanding may
satisfy a customer's question or concern. Communication also fills the role of providing
direction. Directing a customer to the right person, policy or department which can help
her will bring clarity to the customer and provide assistance for her questions.

Define conflict

Conflict is an expressed struggle between at least two interdependent parties who

perceiveincompatible goals, scare resources , and interference from others in achieving
their goals.

Choose an organisation of your choice and discuss types of conflict that are likely to
occur there.

Types of Conflict
Interpersonal Conflict: between individuals based on differing goals or values.
Intragroup Conflict: Intragroup conflict is the conflict within an internal group, team or
department. These are conflicts that typically involve more than one person within a group.
o Intergroup Conflict: Intergroup conflict is the conflict between different groups, teams and
departments. When different groups are pitted against each other, this is an example of an
intergroup conflict. Managers play a key role in resolution of this conflict
Interorganizational Conflict: Interorganizational conflict is the conflict that arises across
different organizations. When different businesses are competing against one another, this
is an example of interorganizational conflict. Managers in one firm may feel another is not
behaving ethically.

Sources of Conflict

Jones and George say sources of conflict are different goals and deadlines, two or more
managers that claim authority, group members being dependent on another group member

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who is not working up to par, different standards or reward systems, scarce resources and
status differences.

Suggest ways of dealing with conflict in an organisation

Competing
An individual pursues his/her own concerns at the other person's expense. This is a power-
oriented mode, in which one uses whatever power seems appropriate to win one's own
position. Competing might mean "standing up for your rights, defending a position which
you believe correct, or simply trying to influence others.

Accommodating
The opposite of competing. When accommodating, an individual neglects his/her own
concerns to satisfy the concerns of the other person; there is an element of self-sacrifice in
this mode. Accommodating might take the form of selfless generosity or charity, obeying
another person's order when one would prefer not to, or yielding to another's point of
view.

Avoiding
The individual does not immediately pursue his/her own concerns or those of the other
person if he/she does not address the conflict. Avoiding might take the form of
diplomatically sidestepping an issue, postponing an issue until a better time or simply
withdrawing from a threatening situation.

Compromising
The objective is to find some expedient, mutually acceptable solution which partially
satisfies both parties. It falls on a middle ground between competing and accommodating.
Compromising gives up more than competing but less than accommodating. Likewise, it
addresses an issue more directly than avoiding, but doesn't explore it in as much depth as
collaborating. Compromising might mean splitting the difference, exchanging concessions,
or seeking a quick middle-ground position.

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Collaborating
The opposite of avoiding, collaborating involves an attempt to work with the other person
to find some solution which fully satisfies the concerns of both. It means digging into an
issue to identify the underlying concerns of the two individuals and to find a solution which
meets both sets of concerns. This is clearly the most effective approach of conflict
management. Specifically it will produce the following results:

1. Both sides' needs are met

2. Satisfaction

3. Mutual respect

4. Both parties feel enriched rather than belittled

5. Continuing effort of both parties to work together

Define impression management

A process whereby someone tries to influence the observations and opinions of others
about something. In a typical impression management process within a business,
a manager might attempt to regulate and control information in their interactions
with staff or the general public to give them the most favorable impression about
Impression management is the way people influence how others think about something
else, usually themselves. People usually do this either to get something they want from
others or to establish an independent identity. There are several different means of doing
this, which include things like controlling the flow of information in a relationship,
mimicking others, and masking body language. Impression management can be used to
help shape what people think of politicians, corporations, and brands, among other things.
When a person tries to manage what other people think of him, it's also called self-
presentation.
Suggest 5 ways an employee can influence an employer to have a positive image of
him or her.

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1. Perform the basics

One of the most basic but important things that you can do is to show up for work on time.
This action alone can count for a large part of having a good working relationship with not
only your manager, but also with your co-workers. Punctuality and dependability show
respect and trust. Your manager and your co-workers need to know whether they can
count on you.

2. Know your employers communication style

Some bosses passively sit back and listen while others probe you with one question after
another; some want lots of information while others only want the essential details; some
bosses relate in a casual relaxed style while others are all business. Part of your job is to
figure out how your manager operates and relate to him or her accordingly.

2. Make your employer look good

Your job is to make your manager look good. Avoid falling into the trap of not wanting to
perform a particular task because it does not fit your job description. If you are unhappy
with the tasks you are performing, set up a meeting and discuss your concerns with your
manager. If changes in your job duties cannot be made, you may need to accept that or look
for another place of employment. As a side note, I dont know too many people whose job
duties havent changed over time.

3. Know your managers communication methods

Do you know your bosses favorite communication method? Is it via email, mobile phone or
an organized meeting? Find out what works best for him or her and mostly do that. Limit
impromptu visits to his or her office. Unannounced visits can take the focus away from
what your boss is currently working on. It wastes time as your boss has to then regroup
and shift his focus back to his prior engagement after you have left. (Karls note: Like Lisa
said earlier this also depends on your bosss needs. She may like that you take time to talk
to her. just pick the right moments, not when she is all stressed out over a big project.)

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4. Avoid making excuses

Not only does your manager not care about your excuses, he or she doesnt want to hear
them. It is your job to get your tasks done and to meet the deadlines set by him or her. Your
manager does not have the time to continue to prod you to do your joba job that you are
being paid for. Managers already have enough to deal with without additional work being
created for them.

5. Do more than expected

Just doing what is expected of you does not set you apart from other employees. Managers
value employees who not only do their jobs, but look for and carry out new and better ways
of accomplishing tasks. Be proactive, come up with solutions and schedule time to present
them to your manager. This will reflect wonderfully on you. Also, volunteering yourself for
projects can be a great way to show your initiative and interest in going above and beyond.

6. Ask for feedback

Asking for feedback is a big one for me. Because my boss travels so much, we dont have too
many chances to meet face to face. I will often schedule what I call a catch-up meeting to
inform him about what I have been working on. I also submit bi-monthly status reports
which I am happy to do because I want him to know exactly what I am doing.

Avoid waiting for your six month or annual performance appraisal to get feedback on your
performance from your manager, actively solicit it throughout the year. It is through
feedback that you will get to know how well of a job your manager thinks you are doing. If
your manager thinks you are doing well, there is more of a chance of you keeping your job
and getting more job responsibility, raises and promotions.

Look for and focus on the "best" parts of your boss; just about every boss has both
good points and bad. When you're negative about your boss, the tendency is to focus on
his worst traits and failings. This is neither positive for your work happiness nor your
prospects for success in your organization. Instead, compliment your boss on something

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 he does well. Provide positive recognition for contributions to your success. Make your
boss feel valued. Isn't this what you want from him for you?
Your boss is unlikely to change; she can choose to change, but the person who shows up
to work every day has taken years and years of effort on her part to create. And, who
your boss is has worked for her in the past and reinforced her actions and beliefs.
Instead of trying to change your boss, focus instead, on trying to understand your
boss's work style.

Identify what she values in an employee. Does she like frequent communication,
autonomous employees, requests in writing in advance of meeting, or informal
conversation as you pass in the hallway. Your boss's preferences are important and the
better you understand them, the better you will work with her.
Learning how to read your boss's moods and reactions is also a helpful approach to
communicate more effectively with him. There are times when you don't want to
introduce new ideas; if he is preoccupied with making this month's numbers, your idea
for a six month improvement may not be timely. Problems at home or a relative in failing
health affect each of your workplace behaviors and openness to an improvement
discussion. Additionally, if your boss regularly reacts in the same way to similar ideas,
explore what he fundamentally likes or dislikes about your proposals.
Learn from your boss. Although some days it may not feel like it, your boss has much to
teach you. Appreciate that she was promoted because your organization found aspects
of her work, actions, and/or management style worthwhile. Promotions are usually the
result of effective work and successful contributions. So, ask questions to learn
and listen more than you speak to develop an effective relationship with your boss.
Ask your boss for feedback. Let the boss play the role of coach and mentor. Remember
that your boss can't read your mind. Enable him to offer you recognition for your
excellent performance. Make sure he knows what you have accomplished. Create a space
in your conversation for him to praise and thank you.
Value your boss's time. Try to schedule, at least, a weekly meeting during which you
are prepared with a list of what you need and your questions. This allows him to
accomplish work without regular interruption.
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 Tie your work, your requests, and your project direction to your boss's and the
company's overarching goals. When making proposals to your boss, try to see the
larger picture. There are many reasons why your suggestion may not be adopted:
resources, time, goals, and vision. Maintain strict confidentiality.
In your relationship with your boss you will sometimes disagree and occasionally
experience an emotional reaction. Don't hold grudges. Don't make threats about
leaving. Disagreement is fine; discord is not. Get over it. You need to come to terms with
the fact that your boss has more authority and power than you do. You are unlikely to
always get your way.

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