How to Be Professional in the Workplace (Communication Diva's Guide To:)

FIRST KINDLE EDITION

Jennifer Lynn Swanson

2012

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted, in any form or by any means without the prior written permission of the author, nor be otherwise circulated in any form of binding or cover other than that in which it is published and without a similar condition being imposed on the purchaser. Although this is a work of non-fiction some names have been changed by the author.This ebook is licensed for your personal enjoyment only. It may not be re-sold or given away to other person. If you would like to share this book with another person, please purchase an additional copy for each person you'd like to share it with. Thank you for respecting the work of this author.
Disclaimer:
The information included in this guide is for reference purposes only, and does not guarantee any particular results. It is my opinion on professionalism, and may contain errors or omissions, because I am, after all, human. I am not responsible for any actions you take as a result of using/following this guide. The contents of this book are under copyright, and all rights are reserved. No use of any  part of this publication is allowed without my express permission. In other words ... don’t steal my stuff. Please. I have worked hard to make this available for you and would really appreciate it if you respected that.

About the Author

Jennifer Lynn Swanson is a podcaster, writer, coach, healthcare educator and children/youth/family minister. She lives with her husband and their four kids near the Vancouver, British Columbia area. Jenn has always been fascinated with how people communicate and  has shared this fascination with her healthcare students, her many co-workers, friends, readers and listeners over the years. In 2011, she began www.communicationdiva.com where she is able to share this passion with a wider audience.
Jenn hopes that what you find in this series of “How To” guides is helpful to you and somehow enhances your life.

Any comments, stories and/or suggestions for future publication topics are most welcome via email at
[email protected]

Come say hello on Facebook (
communicationdivapage
) and follow Jenn on Twitter at
JennSwanson2

www.communicationdiva.com

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Preface

What
is
Professionalism, exactly?

Deadly Details: Seemingly Small Things Make a Big Difference in How You Are Perceived

The Stuff on Your Desk Says Something to the World. So Does the Stuff on Your Computer Screen.

What You Do: Actions Scream Louder Than Words

What You Wear: Communication Via Clothing

How is Your Tone of Voice? The Story of Sexy Voice Girl

Accountability: Who Can We Blame?

On Assertiveness

11 Excellent Attributes of Professional People (That You Should Strive to Attain)

In Conclusion

This book is dedicated to Katie, Ben, Emma, Sarah and my handsome editor Scott. Love to all of you!

So
why
a book on professionalism, you ask?

Well, since beginning my website and podcast in 2011, I have noticed that the majority of the daily search-engine searches have involved questions about being professional at work. An article I wrote in October 2011 is
still
getting daily views, and that was telling me something:
people are looking for help
.

There seemed to be a need out there for a non-textbook version of how to be more professional in the workplace, and I decided that perhaps I could help.

I also went with a few assumptions about my audience ... assumptions that I hope are accurate:

—
People don’t want to spend two weeks reading a textbook on professionalism

—
People are looking for
quick, simple, actionable steps
that can be implemented
i
mmediately

—
People don’t want to spend a lot of money learning this material
.

All of this led me to my new adventure in e-book writing.

My intention with this guide is that you will find
valuable information
in a number of topic areas that you can put into place in order to present yourself in a more professional light.

Some of this information may not be new to you. Some of it will be. Some of it will be information that you already know,
but have forgotten about
, or are not  actually doing at the moment. Whatever the case, I hope that you find what you are looking for, and that you learn what you need to in order to be more professional at work.

Peace,

Jenn

There are several definitions for the word professional.

Originally, there were only three types of professionals: clergy, lawyers and physicians. These were the recognized “professions”.

Part of what defined these positions as professional were:

—
extensive and regulated training

—
the development of a professional association

—
a code of ethics

—
a licensing body

Now, this list has expanded tremendously and arguments can be made both ways as to who is and who is not a true “professional”.

Another definition of the word is the use of it as a distinction between someone who gets paid for what they do and someone who is an amateur. An actor who is paid can call him/herself a professional actor. One who trods the boards at a community theatre just for the sheer joy of it, would be an amateur.

Sometimes, we define professionals as those who are experts in their field. Professional photographers, or professional athletes, or professional chefs. While these people usually do get paid, this definition refers more to how well they do what they do. In this definition, there are an awful lot of “professionals” out there!

Being professional
is what we are focusing on here. This definition speaks to the manner in which you do things, rather than what qualifications you have or what-if any-letters you have following your name.

EVERYONE
can behave in a professional manner, and believe me, those that do get noticed. How you do your job, how you carry yourself and present yourself to others, how you manage your time, how you speak (both in terms of the words and the tone of voice you use), what you wear and what values you hold dear ALL contribute to a sense of professionalism ... and the secret is ... 

...
it isn’t rocket science
!

There are some
very simple, practical things that you can do
immediately
to improve your professionalism. Let’s dive in and explore them a little.

There are a few little things that may not seem very important, but that add to the overall impression others will have of you as far as professionalism goes. These are things you can work on right away, and are not difficult to master.

The Cell Phone

Don’t be attached to your Blackberry or cell phone. Unless you use your cellphone for business purposes, put it on vibrate in your drawer, your briefcase or your bag and leave it there until you take a coffee-break or your lunch. The constant distraction of checking for texts or emails or answering calls will both interrupt the work you are supposed to be doing, and will be a
noticeably unprofessional behaviour
for anyone who is paying attention. Keep personal calls to emergencies only, unless you are on a coffee break.

If you must have your cell phone on, either for business purposes or when out at meetings, be sure
your ringtone
is something you want others to hear. People WILL judge you, no matter what, but if you are trying to improve your professionalism, this is a small way to do so.

I once had a Van Halen ring tone. I grew up listening to them, and the song I had chosen was upbeat and made me smile ... .however, it was not appropriate in a business setting. I didn’t even think about it until it was pointed out to me that it both dated me, (scowly face here) and sent a message about me. I had never considered that before!

Funny ringtones are great, for home use, (the one I currently have is one my kids chose, and is definitely NOT professional ... I just make sure I always have it on vibrate if I’m somewhere I want to make a good impression), but you may regret the impression it gives those in the office. In fact, you may be completely unaware of what message it is sending.

If you want to appear to be more professional, consider a more boring, (or should I say traditional?), non-funny ringtone when at work, and better yet, set it to vibrate.

Ipods/Headphone/Music

It never looks professional to have headphones jammed into your ears while at work. Riding on the bus, walking the dog, running at the beach or working out at the gym are all appropriate places for listening to music this way. The office is just not one of those places.

Eating/Chewing/Munching/Slurping at Your Desk

I was recently in a bank waiting to go in to see my banker, when I noticed one of the tellers- a lovely young woman dressed in professional-looking clothes- serving a customer at her window. What I noticed was that she was chomping away on some gum while she was serving the customer. (I know people love to chew gum…I have no problem with that, but in a workplace, especially in customer service,
it looks absolutely awful
.) She was talking and chewing away at the same time, and that small bit of gum instantly destroyed her otherwise business-like appearance. First impressions are everything, and in this case, I was wholly unimpressed.

Some companies have policies on food and drink at the desk, particularly if you have expensive computer equipment you are working with. Water aside, having food and beverages in your workspace can look messy and unprofessional. If you are dealing with customers at all, it may not be wise to have food in your teeth when turning to ask how you can help. Save the snacking for the lunchroom, and keep your desk tidy…much more professional.

There have been studies done about how unhealthy it is in general to eat your lunch at your desk. Desks are fantastic places for bacteria to grow, and bugs can actually spread faster this way.

Have you wiped down your keyboard, mouse and telephone lately? One source claims office desks are 400 times more infectious than a toilet seat. Ewwww.

The office I work in is in a fairly new building and I work on the 4th floor. Recently an email went around to all staff because someone had been munching on almonds at her desk, had left them out overnight, and
somehow
a small band of four-legged rodents discovered a delightful midnight snack!

On another note, it is better mentally to take a brain-break and leave your workspace for a while. (This way, you can brush off crumbs and check your teeth before you get back to any clients you might have). This little stretch of the legs and breath of fresh air can give you a renewed perspective on something you may have been struggling with before the break, and it is said that the brain works much better if it absorbs information in 40-minute chunks.