Category Archives: tips

How to Make a Better Analysis of Your Associations

I felt sad of the news that Jim Rohn died of pulmonary fibrosis last December 5, 2009.  Jim Rohn is one of my favorite motivational authors and speakers.  For eight years, I have been a subscriber to his newsletter and learned a lot from him.  His ideas and teachings have helped make me a better person.

Pensively, I scanned and reread some of his articles, and the one on “Evaluating your Associations” has attracted me.  This is because of the influence associations have in our life.  People around us help mold our personality.

Jim Rohn wrote: “Indeed, the influence of those around us is so powerful! Many times we don’t even realize we’re being strongly affected because influences generally develop over an extended period of time.

Peer pressure is an especially powerful force because it is so subtle. If you’re around people who spend all they make, chances are excellent that you’ll spend all you make. If you are around people who go to more ball games than concerts, chances are excellent that you’ll do the same thing. If you are around people who don’t read, chances are excellent that you won’t read. People can keep nudging us off course a little at a time, until finally, we find ourselves asking, “How did I get here?” Those subtle influences need to be studied carefully if we really want our lives to turn out the way we’ve planned.”

Jim Rohn gave us these three key questions to ask ourselves to help us make better analysis of our current associations:

First Question: “Who am I around?” Make a mental note of the people with whom you most often associate. You’ve got to evaluate everybody who is able to influence you in any way.

Second question: “What are these associations doing to me?” That’s a major question to ask. What have they got me doing? What have they got me listening to? What have they got me reading? Where have they got me going? What do they have me thinking? How have they got me talking? How have they got me feeling? What have they got me saying? You’ve got to make a serious study of how others are influencing you, both negatively and positively.

Third question: “Is that okay?” Maybe everyone you associate with has been a positive, energizing influence. Then again, maybe there are some bad apples in the bunch. All I’m suggesting here is that you take a close and objective look. Everything is worth a second look, especially the power of influence. Both will take you somewhere, but only one will take you in the direction you need to go.

Jim Rohn further wrote:

“You’ve got to keep checking to find out whether your associations are tipping the scales toward the positive or toward the negative. Ignorance is never the best policy. Finding out is the best policy.

It’s easy to let influence shape our lives, to let associations determine our direction, to let pressures overwhelm us, and to let tides take us. The big question is: Are we letting ourselves become what we wish to become?”

Let us thank Mr. Jim Rohn for sharing with us this great article.  Let us thank him for guiding us to the right path through his writings and teachings.

Jim fondly closed his programs with the following sentiments: “I go with you in all the experience that we’ve had. But I promise you this as we leave here: I will not leave you behind. I’ll take you with me in my thoughts and in my heart.”

Likewise, wherever he is, Jim Rohn is always in our thoughts and hearts.

Reproduced with permission from Jim Rohn’s Weekly E-zine. To subscribe, go to www.JimRohn.com

Your friend,

Nimia Acebes

5 Tips On How the Secretary Shall Handle the Mail and Paperwork with Efficiency

My previous article talks on the importance of the secretary to the executive.  Realizing this significance, I find it appropriate to list down these tips on how the secretary shall handle the mail and paperwork with efficiency.

1. Opens and Sorts  Incoming Mail

The secretary shall read diligently all incoming mail. Mail, such as routinary reports and other documents which do not require decision,  shall be immediately endorsed to offices concerned.

Mail received and endorsed shall be accurately recorded by the secretary and signed by the endorsee or his or her receiving clerk.  This is to facilitate tracing of documents.

Mail which need the decision or approval by the executive shall be placed under the “IN” basket items.

2.  Handles and analyzes  “IN” basket items

Items that could not be handled with confidence could be carefully organized, prioritized, and brought to the executive with a recommendation or a note or a previous communication on the issue which serves as a guide to the executive on the action to be taken on the item.

This requires that the secretary shall keep himself or herself abreast of the happenings in the office.  He or she shall keep a journal of the daily office activities, which he or she or the executive could glance from time to time.

3.  Handles routine inquiries

The secretary shall equip himself or herself all the basic data in the office which the clients shall initially need.  For example, he or she shall have ready data on the prices of products and services, number and location of branches, the contact information for each branch and other basic data.

He or she shall act with courtesy and politeness in dealing with clients and employees.

4. Reviews communications, reports and other documents which require signature of the executive

The secretary shall make a review and preliminary correction of the communications before bringing them to the executive.  He or she shall check the grammatical errors and whether the subject and body of the letter or memorandum jibe with each other.

A secretary reviews a paper before bringing to the executive.
A secretary reviews a paper before bringing to the executive.

So it is important that the secretary shall be focused on his or her job and has a good command of the English language.  There are many English books which the secretary may use for his or her review of the vocabulary and grammar.  One good book to use as reference is English for Business by Stewart, Lanham and Zimmer.

He or she shall meticulously review reports and other documents before bringing them to the executive for signature or approval.  He or she shall see to it that all other signatures are complete and in order.

5. Serves as confidential journalist and caretaker of most critical secrets in the corporate body

This one is added by my good friend and former classmate, Steve Hermosisima. Steve is a  Licensed TourGuide/Conductor atOldTown TrolleyTours in the USA.

It is necessary that the secretary is discreet, cautious, trustworthy and loyal to the company.

If these tips are followed, the busy executive shall be relieved of the paperwork and effectively perform his or her planning and decision-making function.

If you have any other tips to include in this list, I shall be very glad if you write them down by leaving your comments below this article.

Your friend,

Nimia Acebes