How to deal with cold callers

Before you make your own, probably brutal, suggestions as to how to treat a cold caller who reaches you at the office, perhaps you could take a moment and consider that they have families, responsibilities, hopes and dreams just like you. What? You still want to kill them? OK, calm down and read these tips while you catch your breath (and we call 9-1-1).

Tips for dealing with cold callers:

• Always be polite. Remember, these are human being just like you!

• Don’t get rid of them by suggesting that they “call you back another time.” The moment they choose to call again could be even worse timing!

• Only pick up if the number is available on your Caller ID. Any company that is blocking their calls in not one that you want to be in business with in the first place.

• If the caller seems genuine, forward them to someone who may be interested. This is a dangerous proposition. You must feel absolutely confident that what the caller is selling is legitimate, and that your contact will not be upset by the reference.

• Don’t waste the caller’s time. Don’t ask them to send their materials if you aren’t genuinely interested. This can cost their business money, create false hope and will likely lead to a string of future calls from the company.

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5 tips for finding your dream job

When we were kids, we dreamed big. Astronaut, fireman or dinosaur hunter all seemed well within our grasp. Now, for most of us a dream job consists of anyone willing to match 3% of our 401K. But just because we’ve got serious responsibilities is no reason to lose sight of our dreams.

Here are five worthwhile tips to help you chase down that dream job!

1. Stay flexible.
Your dream job may not be around the corner, it could be around the world. If you really want to chase the ideal job for you, the trip may require plane fare. Establish your priorities on location and search accordingly.


2. Know your goals.
It’s the people who have a clear focus on what they want to do and who they want to be that impress potential employers. Don’t try to be all things to all people and you will get further faster.


3. Hit the books.
You’re going to have to do some serious homework before you start searching for your dream job. Grab a cup of coffee and hit the stacks and Barnes and Noble for books that help you figure out what you want (such as What Color is your Parachute and other classics of the genre). Then hop online and start looking through lists of Best Companies to Work For and the like. Aim high, but know your target!


4. Stay grounded.
This is dream job, but don’t lose sight of the fact that no job is going to be ideal in every way. Sometimes you may have to make a minor sacrifice in one area to enjoy HUGE gains in another.


5. Remember that patience is a virtue. Your dream job may not materialize the moment you wish it to be so. You’re going to have to pound the pavement and be persistent. And whatever you do, don’t quit your existing job until you’ve got something new lined up.


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Sharpen your mental skills!

The best way to enhance performance at work is to increase your mental skills. By following just a few of simple tips and tricks below, you will be well on your way to a bigger brain – and the power to achieve more inside and out of the office!

• Don’t lose sleep! The more you sleep, the better rested your brain will be. And a well-rested brain has the more capacity for learning and adapting to new situations.

• Eat healthy meals. Don’t feed your brain and your body junk. Just like an athlete uses high-energy foods to fuel their performance, so to should you eat more fruit, vegetables and other “brain foods” to enhance your intelligence.

• Don’t watch so much TV. TV is great in moderation, but it is also a very passive activity. You aren’t using your brain much when you watch TV – and to grow smarter, your brain must be stimulating all the time.

• Read more and write more. Reading and writing enhance your brains functioning power and increase your ability to communicate effectively with others.

• Take on new challenges. Try new things! Take more classes, learn a foreign language, travel to places you’ve never been before. Broadening your horizons will make you more intelligent by design.

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Accounting tips for small businesses

If you’ve got your own business, or are thinking about starting one, you’re going to need to crunch a lot of numbers and shuffle a lot of papers to make sure your finances are always in order.
Here are some straightforward tips for managing your business’ money.

1. Keep everything! Receipts, bills paid, valet tickets, you name it – if it is related to your business, you’re going to need it come tax time.

2. Review your finances regularly. Smart business people pinch every penny until it screams for mercy. Always be on the lookout for ways to cut costs.

3. If you’re too busy, hire a bookkeeper. Having a professional to do your books may seem like too much of an expense, but consider the costs of mishandling your finances (audit and penalties from the IRS anyone?) and also think about all the sales you can close while your accountant-for-hire is handling the money.

4. Don’t forget about retirement. Remember to take money out of your own check for your retirement fund. You don’t want to be left short in this area come your golden years.

5. Protect your business against fraud. Buy a shredder and destroy old papers with vital information on them and direct mail credit card offers in your name.

6. Don’t mix business and personal accounts. Always maintain a separate checking account for your business. Keeping the same account for business and personal use is a nightmare to maintain and a red flag for audits.

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The three greatest You Tube office videos of all time!

Ah, You Tube, stealer of our once productive time. The site has produced some memorable moments over the past few years, but few are greater than these three videos – each capturing a unique element of an office gone koo-koo. Watch and enjoy…just don’t bill the time to us!

1. The greatest office prank ever! In this hilarious video, employees come in after hours and replace a highly-trafficked hallway with a wall. That’s right, they build an actual wall, seamlessly where the opening once was. Watch and enjoy the massive confusion this prank causes.



2. The greatest office NERF war ever. Maybe you’ve rolled up a piece of paper and whipped it a co-worker in a joking manner. We all have right? Well now, take that action, multiply it times a million and then add elements of Braveheart and Saving Private Ryan and you’ve got the most extreme conflict between Sales and I.T. even captured on film.



3. The greatest office meltdowns ever! This compilation video is made up of some of the most hilariously scary moments ever captured by an office security camera. You may have never taken it to extremes like this, but you’ve probably thought about it…



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Creating the perfect To-Do list

To-Do lists can be a blessing or a curse. They’re a curse if we don’t use them properly, or spend all our time making them instead of executing the tasks themselves. But they can be a real blessing, and enhance productivity is created and utilized properly.

Here are some tips for creating the best To-Do list in town!

Tips for creating your perfect To-Do list:

• Prioritize everything on the list. A list is of little use if the important items are all lumped together with the things that need to get done ASAP! Mark every item on your list with an A,B, or C (or 1,2 or 3) which each letter or number signifying the priority level of that item. This will give you a quick visual on what need your attention right away.

• Review your list every morning. Consult your list at the start of the day so that you can better prioritize your time.

• Cross items off the list when they are complete. There’s nothing more satisfying than looking down at your To-Do list and seeing all the important things you have accomplished CROSSED OFF. It’s a real motivator!

• Don’t mix lists! Keep one list for your work-related tasks and a different To-Do list for home-related projects.

• Review your list and look for ways to combine tasks. Often, there will be items on your list that overlap, or are related to one another and can therefore be knocked out all at once. Look for ways to group these tasks together.

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How to manage an unruly email inbox

How to manage an unruly email inbox

Unless you are genuinely dedicated to helping financially-strapped Nigerian royalty, or hording Canadian Viagra, chances are you have to sift through a lot of useless email in a day. Heck, even the non-SPAM from people you know and love can get a little overwhelming at times.

Here are some simple tips for managing your email inbox!

1. Delete the junk first. Each day, make a couple of sweeps through your inbox and remove all the spam. This will provide a clearer picture of actually needs your attention.

2. Separate by priority level. If you’ve got some pressing emails that need responses, put them in an URGENT subfolder and get on them right away. For important, but less urgent items (such as those from family and friends), set aside a folder to put them in, and reserve a time each day to review them.

3. If something only requires a quick response, do it! If you are performing step 2 (above) and you identify an email that only needs a two-word reply, just get ‘er done! It’s one less thing to worry about. Never let the simple ones linger.

4. Don’t save everything! For business, it is important to create a well-organized structure of sub-folders and keep a virtual paper-trail for as long as possible. But pet photography forwarded by your great aunt in Wisconsin? Not so much. Commit to regular clean sweeps of non-essential (but non-SPAM) emails.

5. Stop signing up for stuff! Really, do you need the monthly subscription to the Gold and Silver Futures Trading Investment Tip Email Newsletter? Check out everything you’re getting on a regular basis, and then “UNSUBSCRIBE” liberally!

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A brief history of the cubicle

Maligned by office workers everywhere, referred to by many as the “three walled prison”, the cubicle is not considered a favorite destination for any adult who has to find a way to pay the rent. But perhaps a little insight into great moments in cubicle history will help us see this faux-office in a different, more positive light…well, maybe not, but here’s the information anyway.

• The cubicle is to have made its first appearance in the offices of chipmaker Intel Corp during the 1960’s.

• Robert Propst designed the first office cube, while working for Herman Miller. “We need to stuff more people into these buildings”, Miller was thought to yell out one day during an adverse reaction to his medication.

• Author Douglas Coupland once famously referred to office cubicles as “veal fattening pens”.

• There is a punk rock band in Los Angeles called Cubicle that plays songs about office life.

• The term “cube farm” refers to offices that grow quickly and therefore need to be loaded to the max with cubicles.

• Research has shown that people who decorate their cubicles with cat photos are scorned by their co-workers at lunch with a 152% greater frequency than those without cat photos.

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How to set the best goals for you and your team

Goals drive your staff. And how well they achieve these goals is the difference between whether you end up in the profit or loss column. Here are some proven-successful tips for setting goals that motivate employees and help improve the bottom line!

Make sure the goals are measurable. Never be vague about what is expected of people.

Make sure the goals are attainable. Goals that are too ambitious can destroy worker confidence.

Make sure the goals are challenging. You don’t want to set the bar so low that nobody feels motivated.

Make sure that everyone knows their responsibilities.

Set teams goals AND individual goals. A seamless combination of both helps the team run at its best, and workers stay fulfilled.

Stay flexible. Don’t be rigid about the goals you set. If the business climate dictates change, the make changes to your goal structure accordingly!

Be supportive. And last but not least, support your team as they work towards their goals. Let them know how they are doing along the way, and not just at their review every year.

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Getting out of the office…without the guilt!

If you think you’re improving your lot in life by working 60-plus hours a week without pause, you are sadly mistaken. This type of behavior is a quick ticket to career burnout. The individuals who make it to the corner office are the ones who realize the importance of striking a balance, and taking time off to recharge their batteries. These are the folks who return reinvigorated and refreshed…and more productive than ever.

Here are four simple things to keep in mind with regards to your next work holiday:

A working vacation is just not possible. This is a serious contradiction in terms. If you’re going to spend time outside the office, devote it to YOU and your family…and leave your laptop at home!

Taking time off is an opportunity to test your delegation skills. You’ve been trying to get more off your plate all year – and a vacation is the perfect time to bite the bullet and put key responsibilities in the hands of your capable staff.

Plan way ahead. Try and book your vacation as FAR in advance as possible. This will allow you to get all your ducks in a row at work, and have fewer excuses for NOT going when the time comes.

Go during off-peak season. Your vacation time is valuable. And you want to get the most out of it. So it makes sense to book during off-season. Your destination should be less crowded, and you’ll be able to get more for your money because it will cost less.

So what are you waiting for? Get online and book that MUCH NEEDED vacation today!

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Tips for avoiding interruptions in the office

One of the biggest time-stealers in the office setting is the interruption. A productivity killer, unwanted interruptions keep works from achieving peak performance…and are just generally annoying.

Here are some sure-fire tips to help you avoid interruptions from well meaning, and not-so-well-meaning coworkers:

Move your chair so that it can’t be seen from the door. This will cut down on the “Hi, How are you?” interruptions that can really bog down your day.

Use body language to convey that you are busy. Turn only part of your body towards the individual who is speaking to you to communicate that you are preoccupied.

Create a road block. Place a chair, desk or other object between you and your door. Crazy, but it works!

Screen your calls. Have the operator or your secretary take all yours while you are focused on a big project.

Place your computer monitor right in front of your face. By not offering up visual cues, fewer people will feel comfortable starting up a conversation.

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Annoying Office Catch-phrases: Volume I

Certain words and phrases enter the workplace and just seem to spread like a virus. The godfather of all annoying office quotes, “Let’s do lunch” started out harmlessly enough in some random Los Angeles talent agency mailroom, but by the time it had run its course, every CEO and maintenance man had uttered it repeatedly.

So with that, let’s all be on the lookout for any of the following overused catch phrases:

“Talk to it… “

Usage: “Bob, I can seem to get a handle on this new client” “No problem. We’ll talk to it after lunch”.

“Think outside the box”

An old-school classic that even predates that crazy Internet thing that all the kids have been talking about lately. Frankly, let’s all stay inside the box; it’s warm and cozy in there.

“Come to Jesus” meeting

Why would Jesus attend a sales meeting at a Nebraska box company? Well, according to this annoying catch-phrase, he’s been there and every other conflict-addressing meeting-of-the-minds from Albany to Zanzibar.

Any quote from the movie Office Space

Great movie. Love it to death. The guy who spouts on about “TPS reports” and answers every question with “Um, Yeah”? Not so much.

“Tipping Point”

Malcolm Gladwell’s bestselling book has become the explanation for anything that creates a business-related event. For example: “Eating lunch at Arby’s was the Tipping Point for Bob’s afternoon in the bathroom”.

“That’s what she said”

People, please leave the catch-phrases to the sitcom stars. Spewing a Michael Scott tribute to every co-worker who gives you an opening is a) ticket to a sexual harassment suit, b) two steps removed from saying “Where’s the Beef” in mixed company, or c) both of the above.

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Marketing Tip of the Day: Referral Programs

To generate sales in a cost effective, why not try a referral program? You can let your customers do the selling for you!

Here’s how to create an amazing referral program:

Rule #1: Use incentives! Give the client who brings in more business for you something special such as free or discounted sessions. Or think outside the box and give them gift cards to their favorite neighborhood restaurants or movie tickets. (These types of rewards can pay off doubly – they’ll think of your business positively when they get the reward AND when they use it!) When you think about the cost of acquiring a new client, these types of perks are a bargain. Remember, when it comes to referral programs, the more you give – the more you get!

Rule #2: Give your referrers a good script to work from. Make it easy for the referrer to spread the word about your business. Come up with a quick pitch – an elevator speech - that really sells the benefits of your business. Next, make sure this phrase is EVERYWHERE – in your emails, on your flyers, coupons, and signs so that every existing customer will know it like the back of their hand. The more your clients know how to sell your business – the better they will be at bringing in new people.

Rule #3: Promote the program like crazy! Get the word out everywhere about your referral program. Think outside the box, adding it to all your various outgoing media and telling everyone who will listen about the benefits of the program. Develop a web page that lets the client enter their friend’s email addresses -- then, with the click of the mouse send out a pre-formed message promoting your business.

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The Best Novel About Office Life Ever Written

Joshua Ferris’ 2007 novel Then We Came to the End is required reading for anyone who has ever worked in an office and found themselves caught up in the day-to-day antics of that crazy family you call your co-workers.

Set at a Chicago advertising agency at the tail end of the dot.com bubble, Then We Came to the End tells the story of lay-offs, practical jokes and the general coping mechanisms we all employ to get through our day. The novel (a tremendous first effort by writer Ferris) perfectly nails the gossip, rumors and deadlines of the modern office.

Ferris knows the territory he’s covering here – he himself was a dot.com advertising copywriter who experienced all the dizzying highs and terrifying lows of that turn of the century moment when the Internet bubble burst.

The book is laugh-out-funny, and is so well-written that it appeared on hundreds of “Best Books of 2007” lists around the country.

If you’re in a cubicle as you read this blog post, you owe it to yourself to pick up a copy of Then We Came to the End.

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Five Stretching Exercises To Help Keep You Sharp While You’re At Your Desk

Chances are, you don’t have time to hit the gym in the middle of the workday, but never fear – here are some simple stretching exercises that you can do at your desk. These mini-workouts will give you extra energy, help you avoid stiffness and cramping throughout the day, and provide a peaceful balance that maintains good health!

Shoulder roll. Sit up as straight as you can, then rolls your shoulders backwards and hold the position. Now, reach behind your lower back with both hands and lock your fingers together – stretching out your chest muscles. Next, roll your shoulders forward and stick your arms out at shoulder level. Lock your fingers together with the palms facing out. Great for the upper back!

Neck stretch. Slowly move the right part of your chin towards the right side of your collar bone and hold. Repeat with the left side of the chin and the left portion of the collar bone. Repeat both sides several times. This loosens your neck muscles.

Stretch your hamstrings. Make sure that your lower back is supported, then sit back in your chair. Cup your hands under your right knee area and slowly lift your leg up towards your chest (with the knee remaining bent). Repeat with the other leg.

Shoulder shrugs. Lift your shoulders up towards your head as if shrugging them. Hold them there for a few seconds and then relax. Repeat for 3-4 minutes.

Finger stretches. Make a tight fist and hold it for 2-3 seconds. Then, open your fingers and stretch out all your digits. This exercise works to relax the hand and finger joints.

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Five Must-haves for Every Workspace

There are some office accessories that transcend all industries and work environments. Whether you’re on your own or in a Fortune 500 company, occupying the corner office or the smallest cube in the building, here are five things no working person should be without.

1. A great chair. An adjustable chair that’s built for comfort and good health is an office essential. Great chairs are the ones you actually look forward to sitting in each day, and always leave your back pain-free. If you’re sitting in an uncomfortable chair at work, stand up RIGHT NOW and get yourself the seating arrangement you deserve.

2. An In/out box system. Some people think that the old-fashioned in-box/out-box method of organization is dusty and out-of-date. Well, those people are late for meetings and behind on their projects. For efficiency at its most elegant (and low-tech), get two trays and place them on the corner of your desk. Then, just let nature take its course and you’ll get a visual representation every day of what you’ve accomplished, and what’s left to do!

3. , Highly underrated in the world of workspace health, the foot rest is nevertheless one of the best ways to stay comfortable on the job and keep your back and joints from going south. You can even get them with extra padding for more comfort when you kick off your shoes and settle in for some serious PowerPoint work.

4. A whiteboard – You never know when the next great idea is going to hit, so having a whiteboard and some colored markers (scented, of course) handy is the key to helping your next million dollar concept come to life!

5. Wildlife - Whether it’s a fern, a cactus or a Venus flytrap, every workspace should have something living in it besides you. Plants improve the air and help you relax and focus on the tasks at hand.

For even more office essentials, visit www.aceofficesystems.com where you’ll find the biggest names in office furniture and accessories at the lowest prices. Call us at 1866-964-8457. Or contact us via e-mail @ sales@aceofficesystems.com.

10 Feng Shui tips to insure peace and productivity in your office

The art and science of Feng Shui have been adhered to for centuries in the homes of well-balanced, spiritually-sound individuals from all over the world. But applying the principals of Feng Shui need not be limited to the home-front. Smart businesses everywhere have begun to utilize the principals of Feng Shui to help enhance productivity, improve worker health, and build additional prosperity.

Here are some simple Feng Shui tips for the office to get you started!

Your desk should be facing the door to your office. Never work with your back to the entranceway to the building, your office or your cube.

2. Use colorful artwork or large mirrors to “interrupt” wide spaces on plain walls. Learn the Bagua (the sectional breakdown of a space according to the Eastern principals of life and posterity) and arrange your office space accordingly

Remove clutter wherever possible. In Feng Shui terms, clutter produces negative Chi (or energy).

Choose a desk with rounded curves. The smooth curves that surround the desk enhance the spirit of creativity.

Pick prosperous colors. Reds, blues and purples are all thought to increase prosperity and happiness (and they look cool too!)

Add plants to your office space. This will enhance your connection with the natural world, even as you stay inside amongst the business world all day.

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How to brew the perfect pot of coffee for your office

Want to know the secret to being the big cheese in your office? It’s not beating fourth-quarter sales projections, or nailing that presentation in Albuquerque…it’s the ability to craft the perfect pot of coffee for you and your coworkers!

Here are some sure-fire tips for becoming the ideal office barista:

1. Clean your materials. You wouldn’t go into surgery without properly sterilizing your tools, and you should never make coffee without cleaning your coffee maker. Scrub everything from the pot to the machine itself until they shine.

2. Don’t use tap water. Distilled or purified water make the best coffee…so don’t settle for the faucet.

3. Use cold water. The colder the water you use, the more flavorful the coffee will be.

4. Know the perfect measurements. No matter what brand or strength of coffee you are using, always use 2 level tablespoons of coffee for every 6 ounce cup of water you add.

5. Keep your coffee grounds fresh. Coffee exposed to the air loses its flavor fast. Keep your coffee grounds or beans in an air-tight container near the coffee machine.

6. Grind your own beans. Granted, not everyone has time for this, but if you can, buy whole bean coffee and then grind the desired amount right before you brew up a batch.

7. Accept praise graciously. You’re going to have a lot of fans after you start whipping up near-perfect pots of java every day. Remember, you put your pants on one leg at a time just like everyone else.

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Tips for better office lighting

Productivity and employee health are greatly influenced by the office lighting. Well-designed, well thought-out lighting makes everyone work more efficiently and feel better, while poor lighting design can be unpleasant and unhealthy for everyone concerned.

Here are some sure-fire tips for creating the perfect lighting scheme in your office:

Where you use a computer, utilize desk lamps instead of overhead lighting wherever possible. Top-down lighting represent an example of over-lighting and only adds to glare (which causes headache and eye strain).

Use indirect lighting throughout the office. Indirect lighting has been shown to improve working conditions for employees significantly. With indirect lighting you achieve better balance by sending a portion of the light down towards the workspace and some upward towards the ceiling. To achieve this effect, use a central ceiling-based light fixture.

Make sure there is no direct sunlight coming in on computer monitors. This causes significant glare which is another source of eye strain.

Keep light levels higher in cold winter months. Low levels of light during the winter months has been shown to cause Seasonal Depression Syndrome.

Remember, better light means happier, healthier employees!

To create the most productive office in your industry, visit www.aceofficesystems.com and select from the finest office furniture and equipment. Call us at 1866-964-8457, or contact us via e-mail @ sales@aceofficesystems.com