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Design Notes - Beginning 2nd Semester

 

How wonderful is it that you can find all the notes here online? Yeah, it IS pretty wonderful. Remember, they are not accepted in electronic form, you MUST physically WRITE them out in your design notebook in order to receive credit AND use them on the end of year exam.

20 January 2015

Listening Skills

What does it mean to really listen?

Real listening is an active process that has three basic steps.

  • Hearing. Hearing just means listening enough to catch what the speaker is saying. For example, say you were listening to a report on zebras, and the speaker mentioned that no two are alike. If you can repeat the fact, then you have heard what has been said.

 

21 January 2015

  • Understanding. The next part of listening happens when you take what you have heard and understand it in your own way. Let's go back to that report on zebras. When you hear that no two are alike, think about what that might mean. You might think, "Maybe this means that the pattern of stripes is different for each zebra."

 

22 January 2015

  • Judging. After you are sure you understand what the speaker has said, think about whether it makes sense. Do you believe what you have heard? You might think, "How could the stripes to be different for every zebra? But then again, the fingerprints are different for every person. I think this seems believable."

 

23 January 2015

Tips for being a good listener

  • Give your full attention on the person who is speaking. Don't look out the window or at what else is going on in the room.

 

NOTEBOOK CHECK FRIDAY

 

26 January 2015

  • Make sure your mind is focused, too. It can be easy to let your mind wander if you think you know what the person is going to say next, but you might be wrong! If you feel your mind wandering, change the position of your body and try to concentrate on the speaker's words.

 

27 January 2015

  • Let the speaker finish before you begin to talk. Speakers appreciate having the chance to say everything they would like to say without being interrupted. When you interrupt, it looks like you aren't listening, even if you really are.

 

28 January 2015

  • Let yourself finish listening before you begin to speak! You can't really listen if you are busy thinking about what you want say next.

 

29 January 2015

  • Listen for main ideas. The main ideas are the most important points the speaker wants to get across. They may be mentioned at the start or end of a talk, and repeated a number of times. Pay special attention to statements that begin with phrases such as "My point is..." or "The thing to remember is..."

 

30 January 2015

  • Ask questions. If you are not sure you understand what the speaker has said, just ask. It is a good idea to repeat in your own words what the speaker said so that you can be sure your understanding is correct. For example, you might say, "When you said that no two zebras are alike, did you mean that the stripes are different on each one?"

 

NOTEBOOK CHECK FRIDAY

 

02 February 2015

  • Give feedback. Sit up straight and look directly at the speaker. Now and then, nod to show that you understand. At appropriate points you may also smile, frown, laugh, or be silent. These are all ways to let the speaker know that you are really listening. Remember, you listen with your face as well as your ears!

 

03 February 2015

Thinking fast

  • Remember: time is on your side! Thoughts move about four times as fast as speech. With practice, while you are listening you will also be able to think about what you are hearing, really understand it, and give feedback to the speaker.

04 February 2015

Why Good Writing Skills Are Important in Today’s Workplace — and Tips for Developing Them

Good writing skills are a key asset at every stage of your career, from the moment you write your very first cover letter and resume/CV until your retirement party. This is especially true for administrative professionals who are responsible for a significant amount of written communication on a daily basis. You don’t have to be a published author or hold a degree in comparative literature to be a skilled writer. Sound written communication is advantageous for ambitious administrative professionals at all levels and across a wide range of industries.

 

05 February 2015

Employers obviously place a high value on sharp writing skills. More than two-thirds of salaried jobs require a substantial amount of written communication, according to Grammarly, and major companies spend upwards of US$3 billion per year training their employees in order to bring their writing abilities up to scratch. So, how can developing writing skills help you get ahead in business?

 

06 February 2015

Get that job
Effective business writing opens doors. Whether you’re embarking on your chosen career or branching out into a new one, expressing yourself well sets you apart from the crowd. Clear, concise communication always stands out as an impressive credential. By the same token, resumes/CVs and cover letters that contain spelling and grammar errors, or that need to be read twice for comprehension, often go straight to the waste bin.

 

NOTEBOOK CHECK FRIDAY

 

09 February 2015

Get on
Strong writing abilities can help you move up the corporate ladder. The Grammarly study noted that fewer grammatical errors correlate with more promotions and, of course, higher salaries. Developing good writing skills may not fast-track you to the CEO’s chair, but it will give you a distinct competitive edge.

 

10 February 2015

Get along
In today’s fast-paced, globalised world, many of us rely on emails and text messages to get our professionalism, personality and point across. It’s not uncommon to have active relationships with colleagues or clients we’ve never met in person. The briefest written exchange may charm or harm in a matter of seconds, and could make or break an important relationship. Having good writing skills is one of your best bets to seal your deal — or save your bacon.

 

11 February 2015

It’s natural to feel apprehensive if you know your writing skills need a boost, but you’re not alone. Professionals of all walks, levels and ages are keen to brush up on their written communication. The good news is that writing well, like most things in life, gets easier with practice as quickly as it rusts from lack of use.

 

12 February 2015

Here are five painless tips for honing and developing writing skills:

 

1 Read
Many authors claim that to write well, you need to read. But you don’t need to slog through War and Peace. Almost anything will do: business articles, biographies, sci-fi, pop fiction, travel guides, blogs — whatever strikes your fancy. Find a genre, format or writer you like, and get to it.

 

NOTEBOOK CHECK FRIDAY

 

16 February 2015

Ernest Hemingway, when he found a really poignant line or clever turn of phrase in a book he was reading, would write “GETS” (Good Enough To Steal) in the margins. Doing this could prove tricky if you’ve borrowed the book from a friend, but do jot down words or sentences that resonate with you. Many e-readers also allow you to make notes quickly and easily directly on the device.

 

17 February 2015

The wonderful thing about reading is that it sends good writing habits directly to your subconscious. After a few weeks of regular reading, you’ll find that certain vocabulary, constructions and phrases have stuck in your mind. As a result, good writing will become more instinctive and less of a struggle.

 

18 February 2015

2 Get your writer’s six-pack
Writing is exercise. Think of it like practicing a sport or working out at the gym. If you want to strengthen your skills, write as often as possible. You’ll find it much easier to write regularly if you work it into your schedule.

 

19 February 2015

If you can designate a slot in your day, or a few times a week, as little as 15 minutes could help you brush up on your skills while carving out a little “you time”. You may like to put finger to keyboard or pen to paper over a morning coffee or evening game time, on the commute, or as part of your Sunday morning lie-in.

 

20 February 2015

3 Track and change
If you’re practising your writing, it’s better to let it “breathe” for a day or two and to revisit it, than to edit as you go. If your grammar needs a boost, try writing on a computer and using an automated proofreader like GrammarCheck.me.

 

NOTEBOOK CHECK FRIDAY

 

23 February 2015

A cut above your computer’s standard spelling and grammar check function, these tools scan your text for errors and explain them, which can help you monitor your progress. You can also take online or in-person courses.

 

24 February 2015

Another way to check the evolution of your skills is to swap texts with a friend or colleague, either someone in the same boat or who’s a better writer than you. If you can take receiving criticism on the chin, you may find it enormously helpful to have such feedback.

 

25 February 2015

4 Keep a journal
Diaries aren’t just for Bridget Jones, and you don’t need a fancy moleskin one, either, though nice paper and pen can make writing a pleasure. You might like to designate a notebook, keep a folder on your desktop, or simply store your daily thoughts on your smartphone or tablet. Keeping a journal can be as simple as writing emails and sending them to yourself, or keeping a Word doc open for your written musings.

 

26 February 2015

Let your feelings flow. See it as a chance to rant, whisper, protest or request without having to open your mouth. The more you write, the more easily inspiration will come and thoughts will flow. Don’t be surprised if you look back a couple of months later and marvel at how much better your writing has become.

 

27 February 2015

5 Note to self
Last but by no means least, after finishing each one of your written business communications, ask yourself the following before sending:


•Is it right for its audience? Always know who the intended recipients are for your words and tailor them accordingly. The language, vocabulary and level of formality will differ depending on the audience.

 

NOTEBOOK CHECK FRIDAY

 

02 March 2015

  • Does it get straight to the point? Don’t make the reader have to work hard to find the purpose of your writing.

 

03 March 2015

  • Have I used long-winded words or sentences? Aim for simple, direct and active constructions instead of flowery prose that doesn’t contain much substance. Be ruthless in self-editing.

 

04 March 2015

  • Have I checked spelling and grammar? Spelling and grammar tools have a lot of value, but don’t let them be your sole means of checking your work.

 

05 March 2015

  • Have I reread it at least once? Before sending, try reading it aloud to get a feel for whether the words sound natural.

 

06 March 2015

  • Whatever your ambition, level or industry may be, developing and honing your business writing skills can only benefit your administrative career. You are never too old, too young or too busy to improve your writing, and the progress you will see will prove infinitely rewarding.”

 

NOTEBOOK CHECK FRIDAY

09 March 2015

6 Critical Thinking Skills You Need to Master Now
Critical thinking skills are extremely important in developing a successful career. Have you heard that before? There is usually one problem: they never tell you what critical skills are, why you need them or how to get them!

 

10 March 2015

In an effort to help you make sense of it all and finally get some answers, I broke down the six core critical thinking skills you need for your career to help you both understand why you need them and how you can develop them.

 

11 March 2015

Identifying a list of skills critical to your professional career is not as easy as it may seem. Google "critical thinking skills" you’ll see more than 21 million results. Because employers are seeking to hire individuals with critical thinking skills, I have included six exercises for you to complete to help you master these skills now.

 

12 March 2015

Skill #1: Interpretation
What it Means: Having the ability to understand the information you are being presented and being able to communicate the meaning of that information to others.

 

13 March 2015

Throughout your life you will be presented with a lot of information in many different situations. Imagine you are looking at demographic information, hoping to target a different group of customers for a new product.

 

NOTEBOOK CHECK FRIDAY

 

16 March 2015

Interpretation skills will help you to better understand the information and make clear what you have discovered - which in turn will help you better understand any potential new customer opportunities for your company.

 

17 March 2015

Application Exercise: Write down 10 emotions you feel can be paired with facial expressions, e.g. smiling equals happiness. Then give your list to a friend and ask them to randomly recreate each facial expression as you attempt to interpret the correct emotion simply by looking at their face. You will learn how to identify the key bits of information that you need in order to connect the dots. How many can you correctly identify?

 

18 March 2015

Skill #2: Analysis
What it Means: Having the ability to connect pieces of information together in order to determine what the intended meaning of the information was meant to represent.

 

19 March 2015

Imagine you are reading a companywide memo that is discussing making changes in order to address recent movement within the business landscape. Having this skill will better provide you with the ability to “read between the lines” and help you understand how this will impact the overall strategy you have in your position.

 

20 March 2015

Application Exercise: To practice this skill, try to determine the meaning behind this Chinese Proverb: “Be the first to the field and the last to the couch.” Are you able to identify the intended meaning behind this statement? While we all analyze information a little differently, you should have been able to determine that this proverb is referencing having a hard work ethic. 

 

NOTEBOOK CHECK FRIDAY

 

23 March 2015

Skill #3: Inference
What it Means: Having the ability to understand and recognize what elements you will need in order to determine an accurate conclusion or hypothesis from the information you have at your disposal.

 

24 March 2015

Picture yourself as a business manager; you are looking at the latest sales forecast and you see sales have decreased. It’s important for you to be able to understand what additional information you may need in order to determine why that happened, including identifying internal issues, external competition or even economic conditions.

 

25 March 2015

The ability to understand the information you already have and determine what you may still need to find the best solution is an important skill for you to have no matter what career field you are in.

 

26 March 2015

Application Exercise:  Try watching an episode of a weekly crime show. Focus on absorbing the clues in an effort to determine the mystery of who completed the crime during the episode. These shows do a fantastic job of dropping clues and bits of information along the way that can help you make an educated guess prior to the end of the episode. Were you able to identify it correctly?

 

27 March 2015

Skill #4: Evaluation
What it Means: Being able to evaluate the credibility of statements or descriptions of a person’s experience, judgment or opinion in order to measure the validity of the information being presented.

 

NOTEBOOK CHECK FRIDAY

 

06 April 2015

Imagine you are leading a focus group at work to determine how your customers view the organization’s products. You ask the group a few questions that uncover several negative opinions about certain items you sell. You will need to use this skill to evaluate those responses, so you can determine if the information you received is valid and whether or not it needs to be further looked into.

 

07 April 2015

Application Exercise: With the invention of the Internet this is a skill you can hone anytime you begin a search online. For practice, run a search on how to be a leader at work to test your evaluation skills. Are you able to identify whether the information you find is reliable and valid? Being aware of additional information you may need to make this assessment is essential.

 

08 April 2015

Skill #5: Explanation
What it Means: Having the ability to not only restate information, but add clarity and perspective to the information, so it can be fully understood by anyone you are sharing it with.

 

09 April 2015

Imagine you are giving two presentations for new product ideas; one to the CEO of the company, and the other to product engineers. You know both groups are extremely interested in hearing what you have to say, but you will need to be able to explain these ideas in two very different ways.

 

10 April 2015

The CEO may only need to hear high level ideas about the products while the engineers will need more specific product details. Your ability to clearly explain your ideas while keeping in mind who you are presenting to is important for making sure the information is understood and well received.

 

NOTEBOOK CHECK FRIDAY

 

13 April 2015

Application Exercise: It’s important to remember not everyone has or needs the knowledge or information you have. Practice this skill by explaining something complex that you have knowledge about to two different types of people. For example, explain to your grandma and your little brother/sister/cousin separately how a cell phone works. The explanation should be different since they have two different levels of knowledge yet both of them should receive a similar understanding of the subject.

 

14 April 2015

Skill #6: Self-Regulation
What it Means: Having the awareness of your own thinking abilities and the elements that you are using to find results.

Imagine you are on the phone with a customer attempting to work through a problem they are having with your company’s software, and it’s your first week on the job.

 

15 April 2015

The problem they are having is complex, and yet, you still want to assist them in order to make a good impression at work.  Your ability to understand that perhaps transferring them to a coworker with more knowledge on the subject is the best way to provide the customer with a positive result.

 

16 April 2015

Application Exercise: It’s important to be able to separate your own personal biases or self-interests when making decisions at work. Let’s imagine your manager asks you to write down 10 reasons why you deserve a raise prior to an annual review. After you complete your reasons, read through each and focus on identifying your own potential biases that may impact your argument. Awareness of these biases will help you generate a much stronger case for getting a raise.

 

17 April 2015

So the next time someone starts talking to you about developing critical thinking skills for your career, hopefully now you will be able to tell them you know what they are, how they are used in the workplace and how to go about continually developing them for the future.

 

NOTEBOOK CHECK FRIDAY

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