First-Job Survival Guide: Learning the Rules - Written and Unwritten

by Andrea J. Sutcliffe

Overview

The lowdown on what it takes to keep-and make a success of-that first job, this book speaks to beginners like the mentor they don't yet have, telling them in plain language how to make their first year a positive experience: from making the boss happy to getting along with coworkers, coping with moral dilemmas, and knowing when it's time to move on.

Product Details

ISBN-13:	9781429934046
Publisher:	Holt, Henry & Company, Inc.
Publication date:	04/15/1997
Sold by:	Macmillan
Format:	eBook
Pages:	256
File size:	253 KB

About the Author

Andrea J. Sutcliffe is the author of The First-Job Survival Guide.

Read an Excerpt

First-Job Survival Guide

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By Andrea J. Sutcliffe

Henry Holt and Company

Copyright © 1997 Andrea J. Sutcliffe
All rights reserved.
ISBN: 978-1-4299-3404-6

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CHAPTER 1

Your First Three Months

Your first three months on the job are important — and they're not. Confusing? Here's what that means.

It is important to make a good first impression. Make a bad first impression, and you'll find it very hard to overcome.

It is not important to wow everyone with your skills and knowledge at this point. Instead, you should be a sponge for a while and do the best job you can on anything you're given. That part will be easy, because at first you won't have much to do that's very hard. More on that later.

But, you may be asking, aren't first impressions based on superficial things, like appearance and good manners? Aren't they paying me for my brains and my education and my ability to get the job done? Yes, but it's not as simple as that. The reality is that your ability to get along with and gain the respect of your peers and managers is usually more important than anything else — and not just now, but for the rest of your career. Failure to recognize this business fact of life trips up many ambitious, smart young people.

Getting along with others is important because very little of an organization's tasks are accomplished by people working independently. A company's organization chart may show ten or fifteen distinct groups and functions, but it doesn't show how these groups work together and depend on each other. And when people must work together, certain basic human qualities — like trust, respect, courtesy, and helpfulness, or the lack thereof — can make or break even the most promising projects, programs, and careers. Chapter 4, Getting Along with Your Boss and Your Coworkers, explains more about how to deal with and understand the people you work with.

MAKING A GOOD FIRST IMPRESSION

The Way You Look

Like it or not, you will first be judged on how you look. Even though today's business dress is more relaxed than ever, there are certain lines that shouldn't be crossed. Dress codes, formal or otherwise, vary widely among professions and companies, but you can't go wrong by following the classic advice: Dress like the people who are in the next position you are aspiring to. This doesn't mean you have to take out a loan to buy designer clothes; it simply means that you shouldn't wear T-shirts and sneakers when the successful people around you are wearing business suits and polished shoes.

If you think that someone will tell you if you're dressing inappropriately, you'll probably be wrong. Most managers are extremely uncomfortable commenting on something as personal as appearance and will avoid saying anything unless it's really necessary. For example, if your boss mentions to you that everyone will be wearing a suit for the next day's client presentation, take the hint — he's probably afraid you'll show up in jeans.

But here's the bigger problem. If you insist on displaying your individuality through inappropriate clothes, hair, makeup, or jewelry, you're probably thinking, "It's my right to be who I am." Unfortunately, your manager is thinking, "When's she going to grow up?" The logical next questions are, "She seems so bright, but is she mature enough to handle this important assignment? And how well developed are her judgment skills?"

The Way You Talk

You don't want to remind your boss of her seventeen-year-old, who's giving her trouble these days, so it's in your best interest not to talk like a teenager. The last thing you need as you start your career is to be treated like someone's child.

When you speak, do you typically end sentences with a question mark? "So I filled out this form? But I didn't know what you wanted me to put here? So I left it blank? Okay?"

Or do you punctuate sentences with "like" or "you know"? "Like, I finished early, so, you know, like, I started on that other job you gave me." Breaking yourself of these habits won't be easy but will be well worth the effort.

Some young people overapologize for mistakes or interruptions. Saying "I'm sorry" too often at the beginning or the end of a sentence will make you seem unsure of yourself. People are uncomfortable with those who appear meek or unconfident, and frequent apologies seem to reinforce those impressions. Save "I'm sorry" for major flubs.

A little harder to repair are any problems with pronunciation or grammar. Some mispronunciations are mental misspellings of common words, such as medium for median or supposablyfor supposedly. Other problems may be specific to your line of work. Sara, a hardworking sales rep for a high-tech corporation, couldn't figure out why she wasn't getting orders for a new product her company had introduced. It turned out that she had been incorrectly pronouncing certain relevant words and terms when making presentations to her technical customers. Her errors made them question her overall knowledge and competence. They simply didn't believe she knew what she was talking about.

Like Sara, you're probably not aware of these problems, yet they may invisibly hold you back. Is there someone in your company — in Sara's case, the manager in charge of developing the new product — you could practice your pitch with before you embarrass yourself in front of customers?

Other speech problems can hurt your credibility as well. Do you mumble or speak too quickly or too slowly? Do you have a thick southern accent that amuses your coworkers in Manhattan? Or is your New England accent an oddity in southern California? Regional accents aren't as big a problem as the others we've discussed, but if your career goal is a position high on the corporate ladder, consider that some executives have hired speech specialists to help them shed heavy accents and undesirable speech habits.

If you speak with an accent, or you are talking with someone who has one (at least to your ears) — say, you're from Atlanta and you're on the phone with someone from Boston — try this: Shortly into your conversation, ask the person if he or she can understand you. By asking, you're giving your listener permission to slow you down or ask you to repeat something without feeling embarrassed. (If you have to repeat yourself, take this as a sure sign the listener's having trouble.) For example, many southerners think that northerners speak too quickly, and many northerners have a hard time dealing with a southern drawl.

The Way You Act

Your attitude is the next thing people will notice about you. During your first three months on the job, it will be the most important aspect of your performance. We'll discuss attitude further in Chapter 2, but for now here are the basic characteristics of a positive attitude:

• You're friendly and open.

• You have a positive outlook.

• You show an interest in learning.

• You are enthusiastic about being there.

• You are willing to listen.

• You are quietly confident about your abilities.

• You show up on time, and you show up every day, unless you are truly ill.

• You are courteous to everyone, regardless of their position in the company.

• You spend most of your day working, not talking to coworkers, wandering the halls, playing games on your computer, chatting with friends on the phone, surfing the Internet, or taking long lunches.

Your boss and your coworkers will no doubt give you a warm and friendly welcome your first couple of days on the job. They'll take extra care to show you around, introduce you to people, and fill you in on the ins and outs of office life. Return their courtesies by showing an interest in what they do and by asking lots of questions.

Don't take it personally when this special treatment ends. Everyone has a job to get done, so don't feel abandoned when you find yourself alone at your desk with little to do. You may have to wait awhile until your boss or the person who is training you can get back to you.

Be very careful how you talk to and treat people in support positions — secretaries, administrative assistants, mailroom clerks, computer technicians, and so on. These people can make your job much easier, and they will be glad to do so if they feel you respect and value what they do. Like anyone else, they are sensitive to being talked down to or ordered around, and you should make your requests for help in the nicest and least condescending way possible. Be aware that your youth and your education may be held against you, and perhaps even resented.

If, for example, you know that you will need two hundred copies made of a seventy-five-page report on Friday, let the copy room supervisor or office manager know about it as soon as you do. Strolling in with demands to complete time-consuming tasks at the last minute will quickly earn you the label of inconsiderate boor. Some day there'll be a crisis job that must be done on short notice, and if you've kept unreasonable demands to a minimum, you'll probably find the staff willing to help you out. You might even offer to pitch in and help if you have time; this will earn you many points.

Learn to estimate how long tasks like photocopying, faxing, word processing, envelope stuffing, and so on take to do. Ask the people who regularly do this work for rules of thumb, such as how many copies per hour or how many pages per day they can realistically produce. Having this information will let youplan your schedule and ensure that the support staff will have the time to help you. Since most employees don't bother to do this, you will stand out as someone who cares, and the support staff will be on your side when you need them most.

Here's something to watch out for in your first few weeks: Beware of the overly friendly coworker who takes you aside and fills you in on all the office gossip and current gripes with management. It seems every office has one employee like that. You will be viewed as fresh meat and a potential ally to someone who could be the office troublemaker. If you believe everything you hear, it might negatively affect your attitude. If you continue to hang out with this person, your image may suffer as well.

UNDERSTANDING THE CORPORATE CULTURE

Corporate culture is a term used to describe the usually unspoken beliefs and attitudes of a company. Some companies, for example, run things by the book, with rules and procedures for everything, even attire (a well-known computer services company once had a written rule that its male employees were not to wear tasseled loafers or green ties, among other things). Most companies are more laid-back and may not even put rules in writing. In that case, you'll have to be observant and ask questions — because there is always a code of appearance and behavior, written or not.

The corporate culture comes from the top officers and managers of the company. It reflects their views on management (authoritarian or democratic?), customer service (do customers come first?), the value of their employees (do they reward performance or longevity?), and money (are budgets adhered to down to the penny, or can managers get funds as they need them?). You probably sensed some of this at your hiring interview, but it may take months to get a clear picture of a company's beliefs and operating principles. You may even find that your company's stated beliefs don't match real-life operations. In the long run, your comfort level will depend on how well your personal beliefs and values match the company's.

LEARNING THE RULES, WRITTEN AND UNWRITTEN

You've read and understood the written rules in your company's employee manual (or in the handouts that your manager or the Human Resources person gave you). Now you should start to figure out three things: which written rules are strictly followed, which are not, and what the unwritten rules are. Not knowing this information could get you nailed later on, and you'll never think you were doing something wrong.

The best way to find out how serious management is about written rules is to ask your coworkers. Is having an occasional beer or glass of wine at lunch really grounds for dismissal, or is the company's rule against drinking simply meant to discourage frequent liquid lunches? Will you need a doctor's note if you're out with the flu for more than three days, or will your hacking cough be enough to convince your boss that you are really sick? Needless to say, it's best to find the answers to questions like these beforehand, not by direct experience.

Some unwritten rules are a matter of personal and businessethics. These include personal business conducted on company time, personal use of company supplies and equipment, office romances, and other matters involving personal judgment and ethics. We'll talk more about ethics in Chapter 5.

Taking Time Off

Attitudes toward aspects of your personal life, such as taking time off for doctors' appointments, family events, or personal errands, can vary widely from company to company. Some employers are quite liberal and don't mind so long as you make up the time, while others require that you charge every quarter hour against leave time. Sometimes these decisions are left up to your manager. You'll eventually find out where your company stands, but during your first three months try to keep requests for time off to a minimum. If you have to get your car inspected or see your dentist, make every attempt to do so outside normal business hours. This advice applies even if you see others taking off during the day to run personal errands. The difference is that you are new and are trying to establish the impression that you are devoted to your job.

Vacation time is usually earned from the day you start work, but many companies will not let you take it until you've been on the job for six months or a year. If you have plans that you know will require time off during your first year, let your boss know as soon as possible. The best time to mention it is when you are offered the job. Most managers understand and will try to accommodate you, but they'd rather not be surprised later, when they might have to explain the need for an exception to someone in Human Resources. Again, a lot will depend on the corporate culture where you work.

If you must take days off during your first three months, try to make sure they're not Mondays. Many managers have come to equate frequent Monday absences with weekend hangover problems, and you don't want to be wrongly labeled if your first few days off happen to be Mondays.

Tardiness is also a no-no, but companies vary in their latitude. To some, it's being three minutes late, while to others it's thirty. Play it safe your first three months and arrive early.

Office Etiquette

The rules for office etiquette are rarely put in writing, yet they are much more important than they sound. Etiquette is defined in the dictionary as "practices and forms prescribed by social convention or by authority." It's a good idea to find out what is considered good etiquette in your company; ignorance will not be viewed as an excuse. Overall, you can't go wrong if you consistently treat others the way you'd like to be treated.

You'll want to learn right away who you can call by first name and who prefers to be addressed by Mr., Ms., or Mrs. You'll find that the use of courtesy titles is not necessarily a function of age or position in the company, although those are good starting places when you're not sure. Listen carefully for hints when you're introduced to someone; you'll do even better to note how your coworkers and your boss address people. Of course, the most direct way is to simply ask the person how he or she would like to be addressed.

It's almost always best to address clients or customers by Mr. or Ms. until you are asked to do otherwise. The exception might be someone who is close to your own age.

Be sure to show your boss and coworkers consideration and respect. Stop what you're doing when someone enters your office or work area and give that person your full attention. If your phone rings while you're speaking with someone in your work area, you can either answer it and quickly explain you're in a meeting and will call back soon, or let it go to your voice mail. Your choice will depend on your company's emphasis on answering every phone call personally, as well as on the importance of the meeting you are having. You may also be expected to answer your neighbors' phones if they are away from their desks; find out for sure before you let their calls go to a secretary or voice mail.

Office etiquette also covers little things like making a fresh pot of coffee if you've just poured yourself the last cup; contributing promptly to the coffee fund; helping to keep the kitchen area clean (and remembering to toss out your slightly furry sandwich from the refrigerator); not reading a coworker's mail; not borrowing desk items without asking first; and avoiding a host of other actions that would drive you nuts if they happened to you.

Phone Etiquette. Find out how your company wants you to answer the phone. If you're the first person the caller talks to, you'll probably want to answer with something like, "Good morning, XYZ Company. Roger speaking." If the call goes through a receptionist or secretary first, a simpler "Roger Jones" or "This is Roger Jones" is usually sufficient.

Learn the complexities of your phone system — like how to forward calls and how to transfer the caller to a voice mail box — in those first few days on the job when you may be looking for things to do. Ask the secretary or receptionist for a lesson or two during his or her slow periods, and take good notes.

If you are asked to answer phones, either occasionally or as part of your job, do so without complaint. Try to help the callers as much as you can — they're usually customers, so how you treat them is especially important. Always ask, "May I tell him who is calling?" and take care to pronounce the name right. Also be meticulous when taking messages. No one will mind (they'll actually be impressed) if you take the time to get the name spelled right and the phone number verified.

Never respond to a question with "I don't know." Instead, tell the caller you'll try to find an answer or the right person for her to talk to. Then make sure you get back to the caller as soon as possible with the answer. Whatever you do, don't transfer the call to someone you think might know the answer. Once you're given a question or a problem to solve, make it yours until it's answered or resolved. Passing the buck will only earn you a bad reputation. If finding the answer will take more than a minute or so, say so and offer to call the person back. Always ask first before putting the caller on hold for more than a minute.

If the caller makes an unusual request of you or your company, don't automatically say, "No, we don't do that." Instead, say, "I'm not sure — let me find out and get back to you." Even if the answer is still no, the customer will feel that you tried.

Voice Mail Etiquette. Voice mail is commonplace these days, and although it has its benefits, many people feel it can be a barrier to getting things done. Some people seem never to answer their phones directly, preferring to let all calls go to voice mail. You'll hear the term telephone tag used to describe the problem of never being able to reach the person you need to talk to, a problem that can delay projects and tasks for days on end. If you must leave a message, give as much information about your question or problem as you can, so that the person you're calling can leave you a voice mail message that provides the answer.

People who are genuinely busy find voice mail to be a valuable tool. But in your first year on the job, you should try to answer your phone whenever possible. Your boss and coworkers may feel that your entry-level position does not justify extensive use of this technology just yet, and they may think you're using voice mail to avoid picking up the phone.

(Continues...)

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Excerpted from First-Job Survival Guide by Andrea J. Sutcliffe. Copyright © 1997 Andrea J. Sutcliffe. Excerpted by permission of Henry Holt and Company.
All rights reserved. No part of this excerpt may be reproduced or reprinted without permission in writing from the publisher.
Excerpts are provided by Dial-A-Book Inc. solely for the personal use of visitors to this web site.

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Table of Contents

Contents

Title Page,
Acknowledgments,
Introduction,
1: Your First Three Months,
2: Why Attitude Matters Most,
3: Becoming a Professional,
4: Getting Along with Your Boss and Your Coworkers,
5: Integrity at Work,
6: Getting the Job Done,
7: Communicating Clearly,
8: What to Expect from Performance Reviews,
9: Where Do I Go from Here?,
Also by Andrea J. Sutcliffe,
Recommended Reading,
Index,
Copyright Page,