Records Management Chapter 7-10 PDF

# Chapter 7: Records Management ## Objectives At the end of the chapter the learner will be able to: - Identify what is record management - Know the value of filing rules and procedures - Understand record technology # Records Management Records management (RM), also known as records and informa...

# Chapter 7: Records Management ## Objectives At the end of the chapter the learner will be able to: - Identify what is record management - Know the value of filing rules and procedures - Understand record technology # Records Management Records management (RM), also known as records and information management or RIM, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The purpose of records management is part of an organization's broader function of Governance, risk, and compliance or (GRC) and is primarily concerned with the managing the evidence of an organization's activities as well as the reduction or mitigation of risk associated with it. An organization's records preserve its corporate memory. In determining how long to retain records, their capacity for re-use is important. Many are simply kept as evidence of a transaction. Others document what happened and why. A record is something that represents proof of existence and that can be used to recreate or prove state of existence, regardless of medium or characteristics. A record is either created or received by an organization in pursuance of or in compliance with legal obligations or in the transaction of business. Records can be either tangible objects, such as paper documents like birth certificates, driver's licenses and physical medical x-rays, or digital information, such as electronic office documents, data in application databases, website content and electronic mail (email). ## Filing Rules and Procedures ### Alphabetic Indexing Rules and Procedures Every business must develop and maintain an organized way to store written communication, such as reports, letters, memorandums, order forms, invoices and other such information so that it is available for efficient retrieval or reference. This method of storing records is called filing. While there are a number of different methods for storing or filing information - alphabetic, subject, numeric and geographic – the most common method is the alphabetic filing system. Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. Therefore, the filing procedures to be used in any one office needs to be determined, recorded, approved and followed, without exception. Without written rules for storing records, procedures will vary with time, changes in personnel, etc. These changes could cause difficulty in future retrieval of record bar even in the loss of records. The Association of Records Manages and Administrators, Inc. (ARMA) is an organization designed to help professionals in records management perform their jobs easier and better. ARMA has published a list of Alphabetic Filing Rules, containing standard rules for storing records alphabetically. The 12 rules you will learn in this chapter follow the same principles as the ARMA rules. ### Basic Filing Terms - **Unit**: Each part of a name is a unit. Names are alphabetized unit by unit. If there are two parts in a name, the name has two units. - **Indexing**: Indexing is determining the order and format of the units in a name. Is a person's record filed by first or last name? Is a business record filed under T if the name begins with The? Is punctuation considered with alphabetizing a name? Indexing is deciding which name to file a record under and then arranging the units in that order. - **Alphabetizing**: When you arrange names in alphabetical order, you are alphabetizing them. There are three basic categories for alphabetizing names: Personal Names, Business or Company Names and Government. - **Case**: The case of a letter refers to whether the letter is written as a capital letter (A) called uppercase, or written as a small letter (a) called lower case in alphabetizing, uppercase and lowercase letters are considered the same. ### Alphabetical Filing Rules and Procedures As an admin, we've often had to do filing for the companies we've worked for. Various places may have very specific rules, such as medical files, which I haven't been privy to, or filing by number, either ascending or descending. But there are standard alphabetical systems that most people use for client files. The most common - and the easiest - is unit-to-unit, which takes each part of the header into consideration. Generally, this process has some basic rules. Everyone knows their alphabet, right? If you get confused (don't worry, it can happen after a long night) you can sing the little song. Let's say you have some folders with these headers: - 88 Company LLC - Bob Anders Corporation - W.L. Logistics - Plant Management Co. - Planters Welding - W.W. Lampe - The Camdenton Association How in the world do you file these? #### Numbers go first 88 Company LLC will go first. Don't go by what the WORD begins with (i.e. eight, with an E) Searchers will look for the file header itself, not some hidden message there. So your system will start with numerical headers. If you're using an alphabetical system, you'll file numbers in ascending order, that is smallest to largest the same way you would. proceed through the alphabet. When you get to letters, initials go first within their letter designation. W.L Logistics and W.W Lampe both begin with the letter W. Which one goes first? Well, L comes before W in the alphabet, so look at the initials first. W.L. Logistics Followed by W.W. Lampe If you had W.W. Logistics and W.W. Lampe, then you look past the identical letters to the first different one. Thus W.W. Lampe would go first, because La comes before Lo. The same is true for Plant Management Company and Planters Welding. E comes before M, so Planters Welding is first. Got it? If a person's name is part of the title, use the first letter of the first name Bob Anders Corporation would be filed under B not A. Its part of the title. When someone refers to this company they'll say "Bob Andes Corporation," or maybe just "Bob Anders." If you're filing by the actual persons name instead of a company, most systems will do it by the last name. So the header would look like this. Anders, Bob. Then he would go under A. Name-based files would look like this: Ignore the article "the" Where does The Candenton Association go? Not under T, although I've seen people do this many, many times. File headers typically don't begin with A or An. Although technically if it is part of the name, such as An Excellent Cupcake Baker, it would go under A. Most systems ignore The because its so common. Pretend it isn't there, and file them under C for Candenton. So how should the completed file batch appear? Like this: - 88 Company LLC - Bob Anders Corporation - The Camdenton Association - Planters Welding - Plant Management Co. - W.L Logistics - W.W. Lampe These are very simplified rules, and no doubt your company will have its own quirks. But the basics will usually apply, whether you're using paper files or electronic ones. When setting up a filing system, remember that everyone who needs to access it should know how to find whatever they need. So keep it simple, intuitive and smart. ## Records Technology On-line coursework for record technicians, also called information technicians are commonly available. These programs instruct students in how to create and maintain electronic records that hold information. # Chapter 8: Meetings and Travel ## Objectives At the end of the chapter, the learner will be able to: - Know effective meetings and conferences - Identify the different travel arrangements # Meetings and Travel ## How to Run Effective Meetings and Conferences " _By failing to prepare, you are preparing to fail_ " - Benjamin Franklin Most meetings lack in the arena of inspiration, they are habitually boring and unproductive. Some conventions get the folks involved all excited but have no follow through. Our meetings don't have to be this way. Here are some ways for making your conferences count. 1. **Begin with a Purpose** Decide first what it is that you want to achieve. If you don't begin with the end in mind your meeting will fail to have the desired structure and you won't achieve much. Too many meetings are held for the sake of meeting instead of being outcome based. Make every assembly matter - or don't meet at all. 2. **Micro-Meetings are Time Savers** Marissa Mayer, Google's vice-president of search products uses micro meetings very effectively. When setting aside your normal meeting time cut it into smaller segments of 5-10 minutes each. Instead of including everyone in the meeting unnecessarily rather have a small meeting with the key people on a particular subject or project. Using micro meetings also means employees don't have to wait for a week or so before being able to meet on a pressing matter. 3. **The Importance of Agendas** This follows on from having a purpose before the meeting. Make sure all the relevant persons have the agenda beforehand. Even though agendas should be flexible they do ensure that individuals think about what they want to achieve in the meeting and help people to stay focused. 4. **Stick to the Clock** Cover only what needs to be covered and stick to the relevant topics and discussion points on the agenda. Own your meeting, take charge and keep your meeting moving forward. When you find someone pontificates, the best way to deal with it is to acknowledge the person's experience with the subject but to suggest raising the issue at a later stage. Discourage politics; use data. Get the constructive input you need from everyone present. Avoid favoritism in the decision making process, but make use of facts and data instead. Use timers in your meetings to impose structure. 5. **Have an Action Plan for Moving Forward** It is vital that everyone leaves knowing the next step and when the next meeting will take place. Assign individuals to keep tract of the progress of things decided during the meeting. Keep everyone involved updated on the development of the various projects. Deliberate action and delegation ensures follow through, without this the meeting was a waste of time. ## Travel Arrangements A plans for where and when you are travelling, how you are travelling, and where you are sleeping. Example, Cheryl's travel arrangements are prepared. She is flying to London and staying in the King's Cross hotel for ten nights. The travel arrangements the secretary must make vary considerably, in companies where the personnel travel extensively, a traffic or transportation department may make all the arrangements. When the company does not have a traffic department, the secretary is expected to make the arrangements through a travel agency or directly with the airlines, motels and hotels and car rental agencies. ### Travel Agencies Since travel knowledge gained through study or first-hand experience may become obsolete, the secretary should probably make most arrangements through a travel agent. Furthermore, time can be saved by using the services. ### Selecting a Travel Agency Be careful when selecting a travel agency. Experienced agents who have up-to-date knowledge about the many aspects of the travel industry ensure the trip is well-planned and often can make money-saving suggestions. When the company for which you work does not already use the services of an agency, you may ask business acquaintances for the names of agencies with which they have had good experiences you may want to select an agency that has personnel who have completed continuing education programs offered by the Institute of Certified Agents and those who have been awarded the certified Travel Counselor or Consultant designation. ### Using a Travel Agency Travel agencies operate as independent businesses, and they receive the commissions from the companies for which they sell travel services. The agency deduct the commission from the quoted price of an airline ticket or room or car rental rate. The traveler pays the same price regardless of whether the reservation is made through a travel agent or directly with the company involved. Since the travel agents are in business to make a profit by selling services, you should never have a travel agent do the preliminary work and then purchase a ticket or make a reservation on your own. Even though the secretary should make the reservations through a travel agent most of the time, she will have to provide the agent with information concerning dates and times of travel and the preferences of the executive. By occasionally contacting the airlines, motels and car rental agencies directly, the secretary can be sure the travel agent is providing the best service possible. ### Making Reservations If you elect to make the appropriate reservations, major airlines, car rental agencies, and chain hotels and motels have toll-free information. Most of the airlines and car rental agencies issue credit cards and accept those issued by the major credit card companies. Your company may establish credit with a travel agency. When you make reservations over the telephone or through a travel agent and intend to pay by using a credit card, you need to supply the name of the card, the number, and the expiration date. ### Air Travel When your employer or other personnel travel frequently, management may want to subscribe to one or more of the guides published by Reuben H. Donnely Publications, 2000 Clearwater Drive Oak Brook. L60521. ### Travel Planner and Hotel/Motel Guide Perhaps the single most useful source of information for the secretary to use when making travel arrangements is the Travel Planner Motel/Hotel Guide. An abundance of information, including a destination index, is given in the guide. Another important feature of the Travel Planner & Hotel/Motel Guide is the diagram of airports. ### Airline Timetables All airlines provide free Printed timetables showing flight information for the cities they serve. Since the timetables become outdated in relatively short time, you should be sure that the timetables you are using are correct. You can ask the airline to add your employer's name to a mailing list to receive new schedules as they are published. Although the information varies slightly, the timetables published by the different airlines are essentially the same and usually include the following: - Departure cities and the airports. - Destination cities and the airports. - Departure times given in the local time for the city of origin. - Arrival times given in the local time for the destination city. - Meals served. - Type of flight, number of stops, non-stop, connecting. - Flight numbers. - Codes identifying the cities. - Types of aircraft. ### Travel Executives seldom travel by train or bus when air transportation is available. Occasionally, on commercial airport is in the proximity of the place the person needs to travel and sometimes the weather forces the airlines to cancel flights. Also, a few executives do not like to fly and prefer using some type of ground transportation. If your employer intends to travel by train or bus, you should obtain the schedules and rate by calling a travel agent or the railway or bus line. When travelling by automobile, your employer may expect you to provide maps. Car rental agencies always provide a map of the city in which the car is rented. However, should your employer want a map prior to the date of departure, you may obtain one by contacting the Chamber of Commerce of the city to be visited or using travel services such as the Travel Club. ### Room Reservations Your employer may have a preference concerning the hotel or motel, as well as the type of accommodations. Also you should check with the accounting department whether any hotel ot motel gives discounts to representatives of your company. In addition to offering discounts to representatives of certain businesses, many hotels offer reduced rate to those who are attending conventions held at the hotel, the person for whom you are planning a trip may not be familiar with the hotels and motels in the city to be visited, information on hotels and motels can be obtained from numerous sources such as the Travel Planner and Hotel/Motel guide. The Hotel/Motel Guide and Travel At last, these sources give the number of rooms, the rates and the type service plan under which the hotels and motels operate. Most commercial hotels operate under the European plan where the rate covers the room only. The cost of the accommodations includes breakfast, lunch and dinner when the hotel operates under the American plans. The reservation can be made by contacting the hotel or motel or by calling a travel agent, if the motel or hotel does not have a toll-free number, you can avoid the unnecessary expense of long-distance telephone calls by having a travel agent make the reservation for you. As part of their membership benefits, oil company travel clubs and the Travel Club offer the same services as a travel agency. Before placing a call to reserve a room, you should determine several items of information that may be needed you will need to supply the date prefer certain accommodations, such as a room or a suite; a full-queen or king-size bed; or a room in a certain location, if the slightest possibility exists that the person will be arriving at the hotel or motel after 6:00 pm. The arrival should be guaranteed, most hotels will permit you to make a most hotels will permit you to cancel the reservation prior to 6 p.m. When your employer does not plan to use a rental car, you should ask whether the hotel or motel offers complimentary transportation from the airport, if courtesy pickups are provided, you may need to provide the hotel with the name of the airline, flight number and time of arrival. If possible, the reservation should be made far enough in advance so that a written confirmation can be received. The confirmation should be checked for accuracy and should be included with the other materials to be taken on the trip. ### Car Rental You may have a travel agent reserve the car, or you may call the rental agency. Several companies have arrangements with car rental agencies whereby their employees receive a discount, therefore, before reserving a car, you should ask your supervisor or contact the accounting office to determine whether your company receives a discount. At the time you reserve a car, you need to know the date and time the car will be picked up, the flight on which the person will be arriving, the make and/or type of car desired, how long the car will be needed, where the car will be returned and the credit card that will be used. When a credit card is not used, rental agencies usually require a deposit of several hundred dollars. Since most major car rental agencies have offices at the airport, all the person should have to do is present his or her driver's license and credit card and sign the rental agreement. When the agency's parking lot is not in the immediate vicinity of the terminal, courtesy shuttle bus service is available to take the person to the rental car lot. No prior arrangements are needed for this service. ## Making Travel Arrangements 1. **Should corporate travelers have choices regarding suppliers when making travel arrangements?** If travelers have broad discretion, transactions may take longer and cost more, and less policy control can be exerted. Reservationists and online booking tools are geared toward selecting services compatible with policy and preferred supplier relationships. Check with your legal department regarding liability before limiting options to one preferred supplier. 2. **How should employees make their travel arrangements?** a) **Through a designated travel management company.** Many companies consolidate with one TMC. This provides a cost-control mechanisms because policy is monitored and interpreted more consistently. It is easier to manage the safety and security aspects of policy by using a single provider to produce integrated management reports, which also can be used in negotiating discounts with suppliers. b) **Through online booking systems, which can be designated to encourage the use of preferred suppliers by highlighting them or by offering travelers no other options.** If using a corporate booking tool, consider prohibiting use of public websites to avoid international bypass of booking policies and instead encourage access to preferred, negotiated pricing from suppliers. c) **Through company travel agents who make arrangements using corporate-approved channels.** d) **Through any mechanism.** A very small number of companies have enacted policies allowing travelers to book any supplier through any distribution channel, as long as travel costs remain below price caps and travel data is retained. e) **Through supplier websites.** Some policies allow travelers to book through such websites. It ticket prices are less than a certain fixed cost. However, this can compromise the company's ability to track travelers and spending data accurately. f) **A policy may require anyone planning a meeting with a defined number of attending employees (often 10 or more), that requires a contract and/or exceeds certain budget thresholds to report the event to the company's meetings or travel department or travel management company so that the company can take advantage of negotiated group discounts and ensure the proper application of the travel policy as well as appropriate legal review of contracts.** g) **Policy should encourage travelers who take at least one trip a year to complete a profile to be included online and in the travel management company's global distribution system.** Integration between human resources, finance and other organizational systems is optimal. Some corporations have established an electronic data feed from the human resources department to the travel management company to maintain profiles. The travel management company should provide tools to alert travelers of expiring credit cards, passports and visa information. **1. When should trips be planned?** a) **In advance:** Developing precise rules may be challenging, but policies that direct air booking as soon as travelers know a trip will occur can improve chances of obtaining lower advance purchase airfares and guaranteeing seat availability, although studies have shown that it is possible to book too far in advance, with more than two months ahead yielding higher rates. b) **Consider taking advantage of advance-purchase airfares by requiring approval of a supervisor or other manager for booking within seven or 14 days of departure.** c) **Some companies send automated notifications to travelers and their managers indicating how much money the traveler could have saved by booking a trip in advance.** d) **Increasingly, companies ask employees at the time of booking to consider such travel alternatives as remote conferencing, particularly for non-client facing travel, to help curb unnecessary trips.** **2. Is pre-approval by an employee's supervisor necessary?** a) **Yes.** Requiring approval enables a supervisor to rule that a particular trip is unnecessary or too expensive. However, for an online reservation, beware that requiring pre-approval normally may qualify as a touched booking, potentially adding costs to each transaction. b) **No.** Requiring pre-trip approval can create bottlenecks if managers are slow to process authorization. c) **Some companies compromise by relying on pre-trip notifications that alert managers that a trip has been booked, but do not require approval. Some require pre-trip approval only for transcontinental or other high-cost travel.** d) **Others rely on pre-trip exception reports from their travel management company that list travelers who have made reservations out of policy, forcing individuals to apply business reasons for exceptions ion real time.** Providing monthly or quarterly exception reports by department can highlight problem areas. Often, the simple existence of such reports improves compliance. e) **Some companies employ the use of verbal approval from the traveler's managers prior to booking.** f) **Approval should not be obtained from so high up the corporate ladder that the most senior executives are spending valuable time on administrative details.** **3. What is the procedure for making emergency travel plans during hours when the travel management company is not open, and for changing plans en route?** Many travel management companies have 24-hour service or a tie-in to such services. These services frequently have additional surcharges and only should be used during non-business hours, and only for emergencies or when doing so will avoid larger cancellation penalties. Use of an online booking tool can provide round-the-clock access, but guidelines given to travelers should indicate clearly whether 24/7 ticket fulfillment is available. **4. The policy may encourage or require travelers to adjust schedules to minimize costs.** These adjustments may include arranging day trips to avoid hotel costs and making advance bookings to secure less-expensive airfares. Alternative routing and pricing option should be provided to encourage travelers to consider cost-saving opportunities, with appropriate exception codes recorded if travelers declines reasonable alternatives. Such policies need to balance cost savings with work productivity, convenience and traveler morale. # Chapter 9: Job Search and Advancement ## Objectives At the end of the chapter the learner will be able to: - Know how to match skills, values, and interests with job possibilities - Identify sources of job information - Be able to prepare letters of application and resume - Learn how to develop job interview skills - Differentiate the job advancement strategies develop. # Job Search and Advancement ## Job Searching or job hunting or job seeking Job Searching or job hunting or job seeking is the act of looking for employment, due to unemployment, discontent with a current position, or a desire for a better position. The immediate goal of job searching is usually to obtain a job interview with an employer which may lead to getting hired. ## Advancement Advancement is the process of promoting a cause or plan. It is the promotion of a person in rank or status. ## Assess Yourself Find careers that match your work skills, interest, and values. An assessment helps you learn about yourself. Career assessment tools ask questions to help you learn about you and careers that fit you. These tools will not tell you what to do. They help you explore options and decide for yourself. ### What is an Assessment? Learn about assessments and what a career assessment can tell you. ### Skills Learn about how to identify your skills, use them in your resume, or improve them with practice. #### ISEEK Skills Assessment Rate your skills and see which careers are a match for the skills that are important to you. #### Career One Stop Skills Profiler Use this tool to create a list of your skills and match them to job types that use those skills. #### Mn Careers Interest Assessment See how your interests related to the careers that fit you best. #### ISEEK Career Cluster Interest Assessment Rate the activities you enjoy, your personal qualities and school subjects you like to see which career clusters are a match for your interests. ## Getting a Job Sources of Career Information ### 1. Personal Contacts Families and friends can be extremely helpful in providing career information. While they may not always have the information needed, they may know other knowledgeable people and be able to put the job seeker in touch with them. These contacts can lead to an "information interview", which usually means talking to someone who can provide information about a company or career. This person should have the experience to describe how he or she trained for the job, received promotions, and likes or dislikes the job. Not only can the person advise what to do, he or she can advise what not to do. ### 2. Libraries and Career Centers Libraries offer a great deal of information about careers and job training. Begin by searching the catalog under "vocations" or "careers" and then look under specific fields of work that match areas of interest. For instance, those who like working with animals can find descriptions about the work of veterinarians and veterinary assistants, zoologists, animal trainers, breeders, groomers and others whose occupations involve working with animals. Trade publications and magazines describe and discuss many kinds of work in various fields. Most school and public libraries own current editions of the Occupational Outlook Handbook, which describes hundreds of occupations in detail and is revised every year by the Department of Labor and Employment. School career centers often offer individual counseling and testing, guest speakers, field trips, and career days. Information in career guidance materials should be current. It is wise to find a number of sources, since one resource might glamorize the occupation, overstate the earnings, or exaggerate the demand for workers in the field. ### 3. Counselors Counselors are professionals trained to help clients assess their own strengths and weaknesses, evaluate their goals and values and determine what they want in a career. Counselors can be found in: - Placement offices in private vocational or technical schools. - College career planning and placement offices. - Vocational rehabilitation agencies. - Counseling service offices offered by community organizations. - Private counseling agencies. - State employment service offices. ### 4. The Internet The Internet provides much of the same job information that is available through libraries, career centers and guidance offices. However, no single network or resource will contain all the desired information. As in a library search, one must look through various lists by field or discipline or by using keyword searches. A good place to start an Internet search for career information is at the Web site of DOLE Statistics, where job seekers can find the aforementioned most current edition of the Occupational Outlook Handbook. This resource contains specific information and statistics on occupations from aircraft mechanics to zoologists. Topics covered range from the type of education or training required, to working conditions, earnings, prospects for career openings and advancement and a description of what workers do on the job. ### 5. Organizations Professional societies, trade associations, labor unions, business firms and educational institutions offer a variety of free or inexpensive career materials. Trade organizations are particularly useful sources of information if one already has a job and is seeking another or fears being “downsized" by one's present employer. ### 6. Education and Training Information All jobs require some kind of training, even those that primarily utilize simple, everyday skills. Many people acquire these most basic job skills during the process of growing up and through compulsory education. Additional on-the-job training is often sufficient for success in a first part-time job. Most career jobs, however, require more education and training than can be provided through basic life experience and new employee orientation programs. Free career training for some fields may be available through vocational courses in public schools, local branches of employment offices or apprenticeship programs. Some occupations require a few months of training, while others may take many years of education and be very costly. Physicians, for instance, may spend as many tens of thousands of pesos to learn specialty in medicine. Colleges, schools and training institutes readily reply to requests for information about their programs. Professional and trade associations have lists of schools that offer career preparation in their fields. ### Letter of Application and Resume A letter of application, also known as a cover letter is a document sent with your resume to provide additional information on your skills and experience. A letter of application typically provides detailed information on why are you qualified for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences. Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. #### What to include in a Letter of Application When writing an application letter you should include: - **Subject** (for an email letter) List the job you are applying for and your name in the Subject line of your email message, so the employer is clear as to what job you are interested in and who you are. - **First Paragraph:** Why you are writing - mention the job you are applying for and where you found the listing. - **Middle Paragraph(s):** What you have to offer the employer- mention why your skills and experience are a good fit for the job. - **Last Paragraph:** Say thank you to the hiring manager for considering you and note how you will follow up. - **Signature** End your cover letter with your signature, handwritten, followed by your typed name. #### Resume A resume is a document used by persons to present their backgrounds and skills. Resumes can be used for a variety of reasons, but most often they are used to secure new employment. A typical resume contains a "summary" of relevant job experience and education, as its French origin implies. The resume is usually one of the first items, along with a cover letter and sometimes an application for employment, which a potential employer sees regarding the job seeker and is typically used to screen applicants, often followed by an interview. The curriculum vitae (CV) used for academic purposes is more akin to the resume - a shorter, summary version of one's education and experience - than to the longer and more detailed CV that is expected in academic circle. ## Develop Your Interview Skills Its natural to feel nervous at an interview. The best way to alleviate your anxiety and come across as confident and knowledgeable is to prepare ahead of time and practice, practice, practice. ### Some basic questions to ask yourself before preparing for an interview - What are the most commonly asked interview questions? - Do I know the difference between behavioral interview questions and situational interview questions and can I effectively answer either type of questions? - How much information is too much and how much is too little? - Is it okay to use examples from unpaid experiences. If I've never had a paid job before? - What should I wear? ### What kind of impression do you give in an interview? If you want to see what you look like while you're answering interview questions (you'd be surprised at how often you say "um" or fidget with your hair or hands) practice in front of the mirror or with somebody who will give you honest and constructive feedback: a friend, roommate, family member, or a Job Search Advisor at the Career Centre who can conduct a videotaped interview practice session with you and provide feedback to strengthen your interview skills. ### Resources to help you strengthen your interview skills - **Polishing your interview skills workshop:** This career centre workshop will help you approach your next interview with increased confidence by putting your interview skills to the test in a fun, fact-paced environment alongside your peers. - **Making a Great First impression in Your interview and Beyond workshop:** This career centre workshop will help you make a positive impression and increase your confidence when interacting with others to get the job you want. - **Career Cyber guide** - **Basic interview Skills:** This great video by the Sunny Rockland Community College gives an overview of the interview process, including tips on what you should do... and not do. - **Getting feedback When You Didn't Get the Job:** The Monster Career Coach explains how to find out what the employer thought of you so you can use that feedback to improve your next interview. ## Job Advancement Strategies Advancement, they cannot afford to take anything for granted. Performing well and bringing value is tantamount to success! However, you can be great at your job and never advance to the next level if you don't make a conscious effort to plan for career growth. Those who decide to seek job advancement must leave nothing to chance. To advance yourself to the next level, create a clear and concise roadmap that guides you through the process. Here are some specific strategies you will want to adopt in order to succeed: ### 1. Create Your Personal Brand Creating a brand that is in high demand is one of the most powerful things you can do to fuel career advancement. Once you establish the skills and characteristic that make you unique, employers will be more likely to pursue you. To develop and implement a personal branding strategy, you must first assess your strengths, preferences and differentiators. I often provide a DISC assessment as a first step in establishing a sound personal branding strategy. ### 2. Convey Your Value Once you have a thorough picture of the image you wish to convey with your personal brand, you must continue to refine the brand and establish it as a common theme in all of your communications. You must BE your band Blogging. Participating in discussions on social media sites, providing case studies, volunteering and attending local networking events are all ways you can extend and grow brand recognition. ### 3. Update Your Career Documents Smart executives recognize that part of positioning their brand includes creating outstanding career documents. A strong linked in profile and the development of a professional biography can add value, and help with job advancement. It is no longer enough to have a basic resume. Your resume must be polished and focused to reflect your brand image. It should include targeted and impactful wording that illustrates your most impressive accomplishments. Many executives are opting to include a multimedia Visual CV/ Digital Resume as part of their repertoire. ### 4. Public Speaking and Media Interaction I know that people hate the thought of speaking publicly, but the more you get your face and name out in the world as a valued resource and industry expert, the more likely you are to be remembered for new and interesting opportunities. If you are quoted as a trusted resource in multiple publications, this will add clout to your brand, as well. Most successful executives have worked hard to develop their reputation and nurture their brand value. It is important to think about job advancement early in your career. By planning, a well-defined strategy and mapping out a specific path for growth, you will be one step ahead of the competition. # Chapter 10: Leadership Theories and Behaviors ## Objectives At the end of the chapter the learner will be able to: - Know the difference between behavioral and situational leadership theory - Identify what is leadership and the different leadership styles - Understand what should be the right leadership style # Leadership Theories and Behaviors ## Leadership The individuals who are the leaders in an organization, regarded collectively. It is the activity of leading a group of people or an organization for the ability to do this. ### Leadership involves 1. Establishing a clear vision 2. Sharing that vision with others so that they will follow willingly 3. Providing the information, knowledge and methods to realize that vision and 4. Coordinating and balancing the conflicting interests of all members and stakeholders. A leader steps up in times of crisis, and is able to think and act creatively in difficult situations. The role that leadership plays in the supervisory process can be examined by studying behavioral theories of leadership and the situational theory of leadership. ### Behavioral Theories of Leadership Behavioral theories of leadership are based upon the belief that great leaders are made, not born. Rooted in behaviorism, this leadership theory focuses on the actions of leaders not on mental qualities or internal states. According to this theory, people can learn to become leaders through teaching and observation. ### Situational Theory of Leadership The Situational Leadership Theory, is a leadership theory developed by Paul Hersey, and Ken Blanchard. The fundamental underpinning of the Situational Leadership Theory is that there is no single "best" style of leadership. Effective leadership is task-relevant and that the most successful leaders are those that adapt their leadership style to the Maturity ("the capacity to set high but attainable goals., willingness and ability to take responsibility for the task, and relevant education and/or experience of an individual or a group for the task) of the individual or group they are attempting to lead/influence. That effective leadership varies, not only with the person or group that is being influenced, but it will also depend on the task, job