STAP l Society of Tribal Administrative Professionals

Summertime, summertime, sum-sum-summertime … it’s that time of year again when we can be very easily distracted at the office. We may be thinking of summer vacations, what the kids are doing while home from school or which vegetables to pick out of the garden for dinner.

But, there’s still work to be done! Here are some tips to help keep you focused and productive at the office:

• Make a list of things you need to get done throughout the day. Goals that are written down can help us stay on track. Plus, as we check them off, it’ll make us feel great that we’ve accomplished something.
• Limit social media time or stay off of it completely during work hours. It’s easy to become wrapped up in what your friends are posting, so avoid it altogether if you’re not getting your work done.
• Close your office door or wear headphones to avoid distractions around you.
• Take breaks! Go outside for some fresh air, enjoy a quick walk, chat with co-workers or grab a nice cold snack. Sometimes just a little downtime can be just enough to recharge you.
• Bring some of the outdoors in. Bring in a vase full of flowers or display some summertime pictures. Instead of yearning to be outside, simply bring some of it in.
• Alter your hours, if possible, to best fit you. Are you a morning person? Then get into the office early, get your work accomplished and leave early to enjoy the rest of your day.
• Take a day off. Whether it’s just to relax, enjoy the outdoors or attend to personal chores, sometimes a day away from work is all it takes to become refreshed and ready to tackle another day.

A few months ago, we posted some helpful keyboard shortcuts when using Word. There are also some great keyboard shortcuts for Excel that you may find useful.

CTRL + 2 = Applies/removes bold formatting. (CTRL + B also does this).
CTRL + 3 = Applies/removes italic formatting. (CTRL + i also does this).
CTRL + 4 = Applies/removes underlining.
CTRL + A = Selects entire worksheet.
CTRL + C = Copies selected cells.
CTRL + N = Creates a new, blank workbook.
CTRL + W = Closes selected workbook window.
CTRL + X = Cuts selected cells.
CTRL + Z = Uses Undo command to reverse the last command or to delete the last entry that you typed.

There are many more shortcuts, but learning and using a few at a time may be the easiest way for them to become second nature. You may find that keeping your hands on the keyboard is more convenient than switching to a mouse and your muscles might not become as stressed out.

For the entire list of Excel 2010 keyboard shortcuts, please click here.

You’ve heard the phrase, “Change is the only constant in the world.” Change in the workplace is inevitable and can cause upheaval and affect every aspect of an organization. For employees, the thought of changing long-standing patterns, routines and expectations can be a frightening one. In fact, most people do not like change and have a natural tendency to resist it. Fear of the uncertain, discomfort at changing habits and feeling overwhelmed by change can render the experience a stressful one. The stress can manifest itself in many ways, both physical and emotional.

Although change is bound to cause a transition period of some kind, it is possible to ease the process. Below are some ways that employees can approach change in the tribal organization:

● Don’t fight it. Change is going to occur and you’ll be ahead of the curve if you expect and accept it.

● Prepare yourself. Keep yourself informed and don’t be caught off guard.

● Give yourself a break. Anticipate how you will react and recognize that it is normal.

● Be proactive. Ask questions, voice your concerns and try to prevent your feelings from becoming problems.

● Remember you’re not alone. Now is a good time to rely on your support system and to reassure others as well.

● Keep a positive attitude. The transition may be as negative as you make it. Don’t let your imagination run away and avoid office gossip — which often makes the transition seem more overwhelming than it is.

● Rely upon your knowledge and skills. Change in your workplace won’t erase your personal attributes and professional skills. Draw from them to keep you focused on the task at hand.

● Recognize opportunity. A time of change may offer unexpected opportunities for growth, challenge and leadership. Take advantage while you have the chance!

Building rapport, a “relation characterized by harmony, conformity, accord or affinity,” is a skill that is important to have in the workplace and it’s a skill that anyone can learn.  When you have rapport with someone, he or she is more likely to be open with you and want you to succeed.  Here are some tips to help you build rapport:

1. Make connections by engaging others:
   -Be open and share what you’re passionate about
   -Show curiosity about others’ passions
   -Help colleagues out
   -Express gratitude
2. Find common ground – when you meet someone new, do your best to find something you have in common – show sincere interest in (ask questions about)
3. Focus on your appearance – your appearance should help you connect with others, not create a barrier
4. Be empathetic – put yourself in others’ shoes and try to see things from their perspectives
5. Use non-verbal communication – move from behind the desk, face others and maintain eye contact, lean forward slightly to show interest, smile, nod to show you’re paying attention

Building rapport can be very beneficial to your career, but it can also just be emotionally rewarding.

In honor of Administrative Professionals Day, we’d like to take this opportunity to thank all of the wonderful, hardworking administrative professionals of Indian Country for all that you do.

To show our appreciation, we’d like to give all STAP members a 20% discount* off of Falmouth Institute’s May and June 2013 classes. Click here for a calendar of classes. To register, please call 1-800-992-4489 or register online and mention/select Code: STAP.

THANK YOU again and enjoy your special day!

*Cannot be combined with any other offers.

Attend TriSec and join us for the 20^th Annual Welcome Reception - Denim & Diamonds!

Come dressed in your Western best and kick up your heels for a boot scootin’ good time! Enjoy some country music, line dancing and karaoke as we share an evening of festivities and fun!

Join us at TriSec 20! Click here for conference details and to register.

JUST ANNOUNCED! Jocelyn Billy-Upshaw will be joining us as this year’s Keynote Speaker. Ms. Billy-Upshaw is a successful business woman and a former Miss Navajo Nation.

We’re thrilled to announce that Jocelyn Billy-Upshaw will be the Keynote Speaker at TriSec 20! Jocelyn, of the Within His Cover People Clan, is the founder of Moving Mountains Tribal Consulting and former Miss Navajo Nation. During her presentation, “Birthing the Power Within,” Jocelyn will discuss what your impact on the world is, creating powerful thoughts and words, prioritizing decision-making energy, rediscovering your life’s purpose and more. Join us for this special opportunity as Jocelyn shares her inspirational message.

Jocelyn is also an Executive Steering Committee Member of the Tribal Home Visiting Grant partnered with the University of Colorado and the University of Michigan. In addition, she is a member of the Steering Committee for the Together on Diabetes Grant partnered with Johns Hopkins University.

In 2006, Jocelyn embarked on a lifelong dream, serving as Miss Navajo Nation 2006-07. As Miss Navajo, Jocelyn confirmed her niche for community relations, administrative functions and financial reporting. Jocelyn gained organized leadership experience, explored the exceptional network of high-level contacts on the Navajo Nation and state of Arizona. The experience strengthened the inspirational leader within, the talent for recruiting and motivating others. Jocelyn became more passionate about creating sustainable, cultural sensitive and dynamic financial partnerships between tribal governments and external agencies.

Upon the completion of a successful reign, Jocelyn served as an Executive Staff Assistant to the First Lady of the Navajo Nation. At the President’s office, she sustained cooperative research programs/direct community outreach and teaching program partnerships with offices as the Arizona Governor’s, Attorney General’s, Mothers Against Drunk Driving, etc. Jocelyn administered and reported in compliance $500,000 in grant funding, wrote and directed production of advertisements, promotions, sales, materials and other client communications.

With the seed of understanding of laws’ influence on communities, Jocelyn pursued and received dual degrees in Political Science and Applied Indigenous Studies from Northern Arizona University in 2005. She also continued with her education at Johns Hopkins University and University of California Los Angeles (UCLA).

Jocelyn is blessed with a loving husband, Kyle, and they have a three year old daughter named Mya. Jocelyn’s parents are Helen and James Billy of Chinle, Ariz. Her faith and family are the foundation of her existence as a Diné woman originally from White Post, near Shonto, Arizona, raised in Chinle, Arizona.

Jocelyn hopes to model her belief that we each embody an innate destiny of prosperity. One’s journey may not be typical but as one works toward their personal goals, are committed to the good in their heart, lift those around them, and make a positive impact in society, one is successful.

Join us at TriSec 20! Click here for conference details and to register.

Working with Friends and Relatives

Working in the same office with friends or relatives can be challenging. Personal dynamics don’t always mesh well with professional ones, and coworkers may suspect you’re giving or receiving special treatment even when it’s not true. In this session you’ll learn tips for maintaining healthy professional relationships with loved ones while minimizing jealousy from other coworkers. You’ll also get tips on dealing with conflict when it does arise.

• Simple steps you can take to combat office gossip
• How to maintain your professional reputation when working with family
• Strategies for dealing with conflict

Join us at TriSec 20 for more information on this and other exciting workshops!

Click here for conference details and to register.

Making use of keyboard shortcuts is a great way to save time during the workday. Try completing tasks with a quick combination of keyboard commands, as an alternative to moving your mouse back and forth across the screen to click on objects.

Most popular word processing commands for PC users:

• Ctrl + A = Select All
• Ctrl + C = Copy
• Ctrl + V = Paste
• Ctrl + X = Cut
• Ctrl + Z = Undo
• Ctrl + Y = Redo
• Ctrl + I = Italic
• Ctrl + B = Bold
• Ctrl + U = Underline
• Shift + F3 = Change to upper/lower case

Shortcuts for web browsing on a PC:

• Ctrl + D = Bookmark your current webpage
• F5 = Refresh your current webpage
• Ctrl + T = Create a new tab

Other helpful commands:

• Ctrl + Alt + Delete = Opens task manager window
• Ctrl = Print Screen = Copies screenshot to clipboard

Give it a shot! Try committing a few of these commands to memory. Once you’re more familiar, you may find that you prefer keyboard shortcuts to performing tasks with your mouse. It is a small way to make your work day a little simpler.