The document discusses the importance of organization, follow up, efficiency, and perception in business. It notes that being organized helps people feel good about themselves and make money. Some tips for getting organized include organizing one's desk and documents, focusing on priorities, making lists, managing time effectively, delegating tasks, and using tools like Microsoft Office. Follow up is also emphasized as it builds confidence, is a way to appear organized without seeming like one is campaigning for themselves, and provides opportunities for additional feedback. Examples of follow up emails and letters are provided.

1. Organization, Follow Up, Efficiency and
Perception
Heather Griffin

2. What We Will Cover
“Nothing is good or bad but thinking it makes it so.”
1 •Business Priciples
2 •Organization
3 •Follow Up
4 •Perception

3. The 2 MOST Important Facts of Business
It’s easy to forget in day to day business the true reasons we are
here. So, why do we come to work?
1. To feel good about ourselves
2. To make money
The truth is that it is more important to us to feel good about
ourselves than make money. Money makes us feel good about
ourselves!

4. How We Feel About Ourselves
The sole reason we do anything is life is how it makes us feel
about ourselves. People are inherently selfish.
Think about your spouse, your best friend, your favorite co-
worker. How do they make you feel about yourself?
Understanding that you can learn how to motivate, cultivate
relationships and most importantly feel good about yourself

5. Leadership and Self Deception
• All employees should function for the sole purpose
of bettering the business. Instead we self justify
reasons to behave in non-productive ways
• Employees determine like or dislike on employees
based on how they feel about themselves
• Employees view eachother as “things” that can
either help or hinder their self image
• Employees rationalize their behavior by breaking
down other people
• We should not worry about changing others (or
even ourselves!) we should instead recognize that
the problem lies within ourselves and go from
there

6. Leadership and Self Deception
At night a husband and wife are sleeping. The husband wakes up when the
baby in the other room starts to cry. The husband’s first thought is to get up
and get the child before his wife wakes up; after all, she works so hard all
day and needs all the sleep she can get. The husband’s next thought though
is that he too works hard all day and needs to get up early for a meeting.
“Why should I get up? My responsibility in this family is to go to work and
earn money so we can live. I need all the sleep I can get so I can function at
my job – I have a big project to complete tomorrow. [Baby continues to
cry+. Why doesn’t my wife get up and get that baby? Doesn’t she realize I
need to get sleep? Okay, I know she’s awake now. Why doesn’t she get up?
Now she’s just being lazy. *And so on+.
Maybe the situation is at work where you had a thought that you should do
something but then didn’t do it. When it created a problem you were able
to rationalize your behavior and blame someone else (“I would have done X
had Susan done her job” or “I was just too busy with other things to get X
done.”). Basically, self-betrayal results from not being true to what you
[hopefully] know is the right thing to do.

7. Leadership and Self Deception
How we deceive ourselves:
Why does he make more money than me?
Me Him
Smarter Stupid
Self motivated Lazy
Humble Kiss up
Honest Two faced
Teamwork Selfish
Valuable employee A “waste of space”

8. How do we stop deceiving ourselves?
1. In any situtation ask yourself, what was my
part in this not happening?
2. How can I stop this from happening again
3. Work on your inner dialogue. “I can see how
John may have missed that deadline. Next
time I will offer to help out.”
4. Remember it is about you all the time for you
and about them all the time for them

9. But I’m smarter than you.
IQ vs. EQ

10. IQ vs. EQ
• IntelligenceQuotient: A number that signifies
the relative intelligence of a person; the ratio
multiplied by 100 of the mental age as
reported on a standardized test to the
chronological age.
• Over 140 - Genius or almost genius
• 120 - 140 - Very superior intelligence (Gifted)
• 110 - 119 - Superior intelligence
• 90 - 109 - Average or normal intelligence
• 80 - 89 - Dullness
• 70 - 79 - Borderline deficiency in intelligence
• Under 70 - Feeble-mindedness

11. IQ vs. EQ
Emotitional Quotient: A measure of one's
emotional intelligence, as defined by the ability
to use both emotional and cognitive thought.
Emotional intelligence skills include but are not
limited to empathy, intuition, creativity,
flexibility, resilience, stress management,
leadership, integrity, authenticity, intrapersonal
skills and interpersonal skills.

12. IQ vs. EQ
Daniel Goleman, estimates that IQ accounts for
only 4% to 25% on how well people perform at
work and that the other 75% to 96% left
unexplained can be, largely, attributed to
emotional intelligence.
The Emotional Competence Framework
Personal Competence Social Competence
Self-Awareness Empathy
Self-Regulation Social Skills
Motivation

13. Why is EQ more important than IQ
• We are in a business with other people
• People work better with people they
respect
• Chicken/Dove
• As a manager you should know when to put
people in team environments verses
working solo
• This verifies why we have a hierarchy
• People tend to worry about fitting in.
Higher IQ individuals are either disliked or
dumbed down. WHY? Because people want
to feel good about themselves.

14. EQ By Job Title
The person in the business with
the highest Emotional Intelligence
is normally a Manager
The person with the least
emotional intelligence is ususally
the CEO or Sr. Executive
Why is that?
The CEO makes decisions based
on financials only. A Manager
inspires people by understanding
them.
So why have high EQ? Most
CEO’s had it at one point and lost
it as they progressed through their
career

15. Recap
• People want to feel good about themselves. It
is their number 1 motivation in life
• People with high EQ have high social
competence and can read people and respond
appropriately to other people’s emotions
(making the other people feel good about
themselves)

16. Let’s Get Organized!

17. Organizational Skills
Why does this make us feel good about ourselves?
Organizational Skills are the foundation of forming a
positive perception and more importantly efficiently
working. Here are some of the benefits of being
organized:
1. You save time looking for things you need
2. You can see patterns you might otherwise miss
3. It keeps you prepared for anything at anytime
4. Perception. Organized people appear more
competent and intelligent.
5. Research shows that clutter can cause depression,
anxiety and decreased performance

18. How to Get Organized
1. Organize your desk, your documents on your
computer and your drawers. It may not
seem like it but it’s virtually impossible to be
organized and efficient if your surrounded in
clutter. Also, the perception of a messy desk
is that you a) are slacking off b) don’t take
your job seriously and/or c) you are lazy.
***Being organized helps you both feel good
about yourself and make money!
1. Focus on what is important: set daily and
monthly goals. Keep a picture of your family
on your desk to remind you what matters
2. Make lists: all day, especially during
meetings make lists. Here is how I do mine:

19. To Do List:
Bullet Point: an informational point I may need for
an action item
Triangle: an action item, something that needs to
get done
Asterisk: an idea that I can work on with extra time
Star: someone else’s task that I want to remember
was assigned
I update these in Microsoft Office tasks if they aren’t
able to complete in one day.
I don’t leave for the day without completing all
action items or assigning them to me for a future
date

20. How to Get Organized
• 3) Manage Your Time: do your most challenging
work in the beginning of the day or right after
lunch when your mind is sharpest.
• 4) Delegate Tasks: if there is something you can
delegate then do it! It’s hard to let control
sometimes but remember what you are paid for.
IE If your are a Sr. member of management you
shouldn’t spend time stapling packets
• 5) Use Your Resources: Microsoft Office tasks
allows you to assign tasks, schedule tasks and
manage them. You can also schedule yourself
reminders. Microsoft Office Calendar allows you
to schedule your work day. Block out chunks of
time of the calendar to work on projects or tasks
you seem to never have the time for

21. FOLLOW UP

22. Follow Up
Why is Follow Up Important?
1) It makes you appear organized
2) It builds confidence with your co-workers and manager that
you won’t ever drop the ball
3) It is your BIGGEST perception building tool. An opportunity to
show yourself as an organized go getter without appearing to
be campaigning for yourself
How to follow up:
1. Document meetings and conversation
2. Send follow emails for every verbal completion
3. ALWAYS ask for additional feedback

23. Example Follow Up Letter
Potential Client
Hi John,
Thank you for meeting with us today. I just wanted to do a quick recap
of the action items from our meeting:
1. I will email you pricing
2. Your VP will sign the contract
3. We will meet back up on Tuesday to make sure we are on track
Please let me know if there is anything I missed!
Looking forward to speaking with you on Tuesday at 2

24. Example of Follow Up Email
Manager
Hi Sarah,
I just wanted to update you on the status of each of my current
assigned tasks so you know where I am:
1. Budget Forecasting: completed and turned in for review
2. New Hire Training: First draft completed waiting for approval
3. Credit Card P&P: on hold until John comes back
4. Expense Reporting: in accounting’s hands
Because John is out I don’t believe we are going to hit our original
target date of 1/2/12. I wanted to let you know ahead of schedule so
you can tell me how you would like me to proceed.
Please let me know if I forgot anything. I am looking forward to a
wonderful 2012!

25. THE MOST IMPORTANT QUESTION YOU
CAN ASK WHEN ASSIGNED A TASK?
WHEN IS THIS DUE?
• You can’t make a deadline if you don’t know when the
expectation of completion is
• The person assigning you a task always knows when they expect
it done. SO ASK!!!!

26. EFFICIENCY AND PRIORITIZATION

27. Efficiency
The Keys to be Efficient
1. Be organized
2. Know how to delegate
3. Learn to be an expert in your day to day office tools
4. Practice things you struggle with
5. Know how to ask for help
6. OVERCOMMUNICATE
7. Prioritize
8. Be Proactive

28. How to Prioritize
Efficiency
• Know your objective: at the beginning of your day
know what tasks you want to have done
• Hold yourself accountable: set a goal and reach it.
• Reach for the stars: add more than you think you can
accomplish. Don’t let quality slip to get it but make sure
you feel the pressure to hit your goals
• Use your resources: Task list, Assistants, technology
• Prioritize based on cost, value and risk.
• Rank your tasks for the day (MAKE SURE YOUR
TASKS ARE YOUR MANAGERS) send a follow up
email to confirm

29. Priortization
What if you are organized, and have all your tasks set up by
deadline but it’s just too much work?
1. Bring your list to your manager
2. Here’s what you say: “Hi John, do you have a quick minute? I
want to make sure I hit every deadline you have assigned me
and believe I can do it with some assistance prioratizong my
list of responsiblities. Can you tell me of these projects which
you need completed first?”

30. Perception
Remember you are your biggest advocate. Whether or not it is
reality being organized shows that you value your job. It shows
that you are serious about meeting and exceeding expectations.
It shows how you feel about yourself and the company.
Following up is your opportunity to brag without bragging! Here
is what I did. I heard what you said and did it. Too many great
employees go unnoticed because no one knows what they are
doing!

31. Perception
How do you show your coworkers and boss that you are a great
employee?
Let’s describe how you want to be viewed:
• Intelligent
• Competent
• Ambitious
• A Go Getter
• Valuable
• Team Player

32. Perception
How do you show that you are a good employee?
Urgency. Time is money and well, it’s your bosses money. No boss is
ever happy to see his employees moving slowly. Even if you are
methodiacal and detail oriented you have to show that you GET IT.
Move with speed and show that his deadlines are yours. If something
bad happens have a normal appropriate reactions:
• The server goes down and no one can work
• A large client is contemplating cancelling
Ambition: asking the right questions at the right time is the way to
show you have the drive.
Organization: being organized makes you look on top of it. That makes
your boss believe you are competent

33. Perception
How do you show your boss you are a good employee?
• Efficiency: show that you can get work done faster then
expected with excellent execution
• Communication: perception is reality. Even if you did
everything you were asked to do
• Focus on Revenue: any chance you get to show that your focus
is on making the company money, take it. Be proactive about it.
Be creative. (cheaper paper, lower phone bill, new client, etc)
• Humility: No one likes an arrogant person. You have to be the
best and believeable not know it

34. Real Life Ways to Make an Impression
• Take notes through out the day and recap
in email any sticking points
• Learn Microsoft Office and be able to
make everything you create professional
• Ask for monthly one on one’s if you aren’t
getting them. In them, ask the questions:
1. What can I do better?
2. What skills can I learn on my down time to make me seem
more desirable
3. On our last one one one we discussed me improving on
______ how would you say I progressed?

35. Real Life Ways to Make an Impression
• Dress for the job you want
• Always offer to do overtime, to come in early
and/or to stay late
• Be proactive. If you see a problem come up with a
solution and then “pitch it” to leadership
• Do your research, know your competitors, your
company history, your management’s experience
and anything and everything else you can
• Always have a sense of urgency for sales, projects
and performance

36. “Management is doing things right;
leadership is doing the right things”