A Professional Look

What Is Professionalism?

The term «professionalism» is one that secretaries hear and see almost daily.

Numerous publications and workshops focus on the topic, and the significance of professionalism for secretaries is underscored by the name of its worldwide organization: Professional Secretaries International. Yet, even though everyone talks about professionalism, how many office-support professionals do you think can actually define the term?

Professionalism refers to a complex combination of a person's attitude, appearance, and behavior.

The Attitude Cycle

Attitude is the foundation of professionalism. Your attitude is the way you look at yourself, at others, and at life in general. It is so powerful that it determines the way you feel, look, and also the way others behave toward you.

Let's say that you wake up Monday morning with a minus 10 attitude. Your mind is whirling with negative thoughts about others, yourself, and your company. You are sure that today is going to be a «bad» day. These beliefs comprise your attitude.

Your negative attitude has the power to influence your expectations of others and yourself. For example, you might anticipate that another secretary will be difficult to get along with, that boss will be overly critical, or that you will be unable to cope with your heavy work load.

So, you figure, since this is going to be a «bad» day anyway, why bother putting extra time and energy into your appearance? Consequently, you skip some of your usual grooming habits, such as skin care, polishing your shoes, and manicuring your nails. Then you put on an outfit that you don't feel good in. Now your attitude has influenced your appearance.

When you get to work, your behavior reflects your negative attitude. You have a little «bite» to your voice when you talk to that other secretary, and you are easily irritated by little things your boss does. The result is that the other secretary and your boss begin to behave exactly as you expected – difficult and critical.

Next, you start to do an inventory so you can order supplies, but you give up because you fell overwhelmed. The result is that you neglect to do an important task. Now, everyone – you and those with whom you work – has lived up to your negative expectations. The cycle is now complete.

Professionals do not get stuck in an endless negative attitude cycle. They focus their energy on what they can do to break out of the cycle and then take the necessary steps to do so.

A Professional Look

Your clothes and grooming can communicate a professional image or they can send a message that causes people to doubt your professionalism. In choosing your work clothes, keep in mind:

1. What is appropriate within your organization;

2. Who you will be interacting with on a given day;

3. Comfort and practicality; and

4. Your career goals.

Here are a few guidelines for achieving a professional appearance:

■ Dress for the job you want instead of the one you have.

■ Dress so that the image you convey reflects how you want to be treated by others.

■ Dress to communicate, «I am here for work».

Essential Skills

Most importantly, a professional must be competent to do his or her job. Do you have the technical knowledge and skills to do your job, as well as the skills that give you the power to influence others and get things done? As a starting point, identify your skill and knowledge gaps and then set goals to fill those gaps.

Secretaries, who display the following interpersonal behaviors, stand out as true professionals:

■ They communicate in ways that enhance others' self-esteem. This means listening non-judgmentally, being tactful, criticizing in private, telling people what they are doing right, and being respectful of values different than their own.

■ They don't bad-mouth others or their organization, and they do not participate in gossip.

■ They accept responsibility for both their successes and failures.

■ They accept criticism without counterattacking or becoming defensive.

■ They are not self-effacing.

■ They are able to control their emotions under pressure.

■ They don't hold grudges because they don't take things personally.

■ They are equally dedicated to the aims of their profession, their organization, and their personal goals.

■ They always make their bosses look good.

■ They deliver what they promise.

■ They are a team player getting along with everyone on the team.

Attitude, appearance, and behaviour go hand-in-hand to project a professional image. While all three ingredients are needed, attitude is a prerequisite. A positive attitude gives you the energy and stamina needed to face many challenges that are part of being a professional secretary.

Date: 2015-12-11; view: 650