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President’s Message
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On December 31, 2003, we placed a full stop at the end of another Chapter in our personal lives and that of the Association. We have started another Chapter, another year, and only the “Pen” knows what’s next ….. what to expect. I would like to take this opportunity to express profound gratitude to the leaders and members of the Association for enduring and surviving the challenges and adversities presented in 2003. We do not know what 2004 will bring; but with courage, determination and a drive to succeed we will overcome and accomplish all that we set out to do. Everyday is a new day. It gives us a new chance to succeed. Everyday should be honoured for the blessings and joy it brings. Let us for 2004 be thankful for the blessings that each day brings. Let us re-commit ourselves to remain resolute and determined to carry the torch of this august Body high and to overcome any challenges that are placed before us. Sister Secretaries, thank you for your efforts and commitment during the year just concluded and I urge you to maintain that dedication and loyalty to the Association. Karlene Burgess, CPS
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It is with great enthusiasm that I greet you in the first publication of the JASAP Contact for the Secretarial Year 2003/2004. Notwithstanding the many challenges which are ahead, I look forward to the growth of the Association especially during this Secretarial year. Let me encourage all to be active and support the activities within your respective Chapters. Best wishes to all for a very productive and prosperous 2004. Marcia Kirby, CPS
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April
4 All-Island
SOTY and BOTY Competition April 18 to 24 Professional Secretaries Week June 4 to 6 Retreat of the Association July 3 National Fun Day July
16-23 CASAP Council
Meeting and Convention August
1 to 4 IAAP Convention & Education
Forum September 5 Annual Thanksgiving Services October 7 to 10 Local Convention and Education Forum |
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Chapters’ activities and happenings
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We wish to extend condolence to the following persons: Everett Hamilton, National Treasurer who lost her mother late last year. Lucille Jackson, National 2nd Vice President who lost her mother late last year. In
November we lost our Assistant Secretary, Dianne McPherson
tragically. We wish to extend
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Stay Focused to Get The Message Here are some ways that can help you stay tuned in when you’re the listener to a visitor in your office: Have phone calls held or pick up by voice mail. If you can’t do that, go to a conference room where there’s less chance someone will call you. Get rid of papers on your desk if you know you’ll have a lengthy discussion. When they’re there, you’re tempted to look at them—even though you try not to. Sit on the edge of your chair. This keeps you from getting so comfortable that you might daydream. Also, lean forward. When you do, you’ll find that you’re more attentive and can maintain eye contact more easily. Show that you’re tuned in by paraphrasing—”so, the way I understand it is that …” or by asking specific questions about specific points. This, too will help keep you alert. Take notes, but don’t try to get all the details down. If you do, you can’t pay full attention to what’s being said. Write only key words, phrases and numbers—just enough to remind you of the speaker’s main points. Source: The complete Idiot’s Guide to Managing People
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Here are some ideas that can help you diplomatically alter someone’s writing: Confirm what the writer wants you to do e.g. “Should I just polish the lead?” “Do you want me to tell you how well you’ve organized the piece?” Use green ink, not red, to suggest changes. Reason: Red is seen as a stop symbol, so it can make writers resist your advice. But do use red to praise something, such as a well-crafted sentence or paragraph. Consider making your advise look even more like a suggestion, not an edict, by using pencil. You can more easily change comments. Be a teacher as well as an editor: Always explain why you’re changing something. It’s the only way to create better writers. Sit next to writers, not across from them, if you meet to discuss their work. Reason: This non-verbal signal says you’re there to help, not order. Stop often and ask questions such as: “Do you see what I mean?” “Can you agree with that?” “What do you think we should do to fix that problem?” Source: Susan Peerloff, Philadelphia Business Journal
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Motivate Others to Share Ideas To encourage creative thinking and idea generation when speaking to others: Ask open-ended questions. Reason: Participants will have to answer with more than just a “yes” or “no.” Encourage people to continue—even if they start to back off because they’re repeating points made earlier. Paraphrase ideas when someone makes an unclear point. Don’t force your views on others. Always remain neutral. Reason: A dominant tone will repress discussion. Make sure everyone contributes to the discussion. How: Direct questions to people who haven’t spoken. And: Ask for examples and elaboration. Have opposing sides state each other’s opinions when conflict occurs. Direct questions to other people or ask to hear another view—when one person tries to dominate the discussion. Say to the last person who spoke “Tell me more.” Source: How to Facilitate a Productive Group Session—Floyd Hurt
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