Here is the link to my final portfolio! ENJOY! :)
http://www.akeenedesign.com/addie/index2.html
Monday, August 3, 2009
Monday, July 13, 2009
Maybe not so routine!
As discussed in my previous post, routine is a great way to make sure that the tasks that are entrusted to you end up getting done. It is far less likely that you will forget about a project or get sidetracked with other assignments when you keep a list handy and stay focused on what needs to get done. However, there are some days in the working world, I have found, when routine is not what will get you through the day.
Sometimes, even when you have a full, well-thought-out plan, your routine can get shaken up. Maybe there’s a true emergency (such as the virus detection that my team was occupied with last week) or perhaps it’s just something unexpected that should get done soon (such as when I had to meet with certain members that were unable to attend an important SharePoint meeting, and explain a process to them—this process must be done by this week).
In any case, whereas learning that a routine and a set plan is a great way to be successful within the office, it is also very important—I have found—to make sure you are able to be flexible as well. This is another area where I have found that my previous experiences have greatly helped me to overcome unexpected bumps such as these.
For example, my experiences with school and having to change plans on the fly for one reason or another, making sure that all projects get done on time has really helped me with looking at and scheduling when is the best time to work on which projects. And, when/if something comes up unexpectedly, it is easy for me to move things around and know that everything will get done.
Not only school, but also my past jobs have really helped with my coordination as well. When I was a shift manager at Panera Bread, I was constantly running around, making sure that everything I had the power to control went smoothly. Even if there wasn’t “anything to do,” there was always something to do! Always something to stock, something to clean, something to reorganize, something to improve upon (which has also greatly assisted me in my current work environment!). But most of what Panera taught me is that when something unexpected happens, the best thing to do is keep your cool, think fast, and fix the problem as quickly as possible before you get further behind on your work. This is also a good mentality to keep in any office or work place.
So, I have discovered that when dealing with not-so-routine situations at work, I can draw on my past experiences and make sure that everything still gets done in a timely fashion. This is a skill that I can use in my professional career now and will continuously use until the day I retire. It’s a great aptitude to hold onto and use in any working situation and one that I would definitely say that my time within the Professional Writing and Editing program has helped me to achieve and fine-tune.
Sometimes, even when you have a full, well-thought-out plan, your routine can get shaken up. Maybe there’s a true emergency (such as the virus detection that my team was occupied with last week) or perhaps it’s just something unexpected that should get done soon (such as when I had to meet with certain members that were unable to attend an important SharePoint meeting, and explain a process to them—this process must be done by this week).
In any case, whereas learning that a routine and a set plan is a great way to be successful within the office, it is also very important—I have found—to make sure you are able to be flexible as well. This is another area where I have found that my previous experiences have greatly helped me to overcome unexpected bumps such as these.
For example, my experiences with school and having to change plans on the fly for one reason or another, making sure that all projects get done on time has really helped me with looking at and scheduling when is the best time to work on which projects. And, when/if something comes up unexpectedly, it is easy for me to move things around and know that everything will get done.
Not only school, but also my past jobs have really helped with my coordination as well. When I was a shift manager at Panera Bread, I was constantly running around, making sure that everything I had the power to control went smoothly. Even if there wasn’t “anything to do,” there was always something to do! Always something to stock, something to clean, something to reorganize, something to improve upon (which has also greatly assisted me in my current work environment!). But most of what Panera taught me is that when something unexpected happens, the best thing to do is keep your cool, think fast, and fix the problem as quickly as possible before you get further behind on your work. This is also a good mentality to keep in any office or work place.
So, I have discovered that when dealing with not-so-routine situations at work, I can draw on my past experiences and make sure that everything still gets done in a timely fashion. This is a skill that I can use in my professional career now and will continuously use until the day I retire. It’s a great aptitude to hold onto and use in any working situation and one that I would definitely say that my time within the Professional Writing and Editing program has helped me to achieve and fine-tune.
Settling into routine and organization
Now that I’ve been working at my internship for a solid month, I have to say that there is a certain routine that I’ve found myself in. I have had several meetings scheduled that are on a repeat basis—for instance, I meet with my mentor, Ryan Harvey, once every two weeks to discuss progress and I meet with Garrett Treager almost daily to collaborate and check-in with certain projects as well. I like to come into the office in the morning, and after I’ve checked my email and made sure that there is nothing that requires immediate attention, I like to go get a coffee from Starbucks. I also have a certain time that I like to check in on various projects, and a particular time I like to go to lunch. Sometimes, routine can help you get through the day and set up some structure in order to make sure certain tasks are taken care of.
After my morning coffee, I like to sit down and look at the pending projects that I have to do—maybe they don’t need to be finished for another month, but as long as I constantly remember that it’s something I have to do, and I think this helps me in actually getting the task done. This way, if I am being held up on some other project, I can remember something that eventually needs done and get started on that while I have time. By doing this, it not only makes sure I always have something to do, but it makes sure that everything gets done as well.
I have a To Do List of the things that I HAVE to get done (meaning things with sooner due dates and/or of more importance) and I have a To Do List of things that should EVENTUALLY get done (meaning side projects, such as the Inspirational Poster Project that is ongoing). This method also helps me to keep my projects and assignments up-to-date for school—I find that this is an easy transition and one that has tremendously helped me within the workplace.
By doing this daily, making a routine, and writing up a list of things I know I need to do, this has really facilitated my getting accustomed and settled into a working environment. I know that using this system will allow me to be a better worker, and it’s thanks to my experience with organizing for school that I can confidently use this tool and others in my success at the work place.
After my morning coffee, I like to sit down and look at the pending projects that I have to do—maybe they don’t need to be finished for another month, but as long as I constantly remember that it’s something I have to do, and I think this helps me in actually getting the task done. This way, if I am being held up on some other project, I can remember something that eventually needs done and get started on that while I have time. By doing this, it not only makes sure I always have something to do, but it makes sure that everything gets done as well.
I have a To Do List of the things that I HAVE to get done (meaning things with sooner due dates and/or of more importance) and I have a To Do List of things that should EVENTUALLY get done (meaning side projects, such as the Inspirational Poster Project that is ongoing). This method also helps me to keep my projects and assignments up-to-date for school—I find that this is an easy transition and one that has tremendously helped me within the workplace.
By doing this daily, making a routine, and writing up a list of things I know I need to do, this has really facilitated my getting accustomed and settled into a working environment. I know that using this system will allow me to be a better worker, and it’s thanks to my experience with organizing for school that I can confidently use this tool and others in my success at the work place.
Monday, June 29, 2009
Professional Lingo
Continuing the discussion of writing the letters that I’ve described in previous posts, I’ve found that even when you think you’ve conveyed an idea properly for your audience, there is still a fine-tooth comb that you can pass over your writing with.
For example, I spent the better part of four days working on the Master Application List Letter to Application Owners. This is the letter that we are going to send out to the members of the department (and others) that own the applications that we will be analyzing and collecting data on.
After the time that I spent alone on the letter, I met with one of my mentors, Garrett Treager, and we spent over an hour analyzing all of the wording in every sentence as well as the organization of the letter. We decided that, knowing that our audience wouldn’t respond well to a huge block of text, we wanted to simplify it into bullet points, headings, and charts so that they had the capability of selectively reading, but also provided all of the information that they needed. As I’ve discussed in my last post, this is a very fine line to walk, and one that may never be fully perfected without the help of coworkers and another set of eyes.
We sent this letter to Mary Gallagher for review to see if we were able to send it out to the proper recipients yet. We just got the letter back with several edits that both Garrett and I didn’t necessarily think of. For example, here are a few changes from our document:
Even though Garrett and I spent over an hour editing this page-and-a-half document together, literally going through every word, Mary was still able to find wording that could be improved upon. Not only is this another way that can help both myself and Garrett prove on our document-writing ability, but it also shows me (us) that another set of eyes is always welcome on any document that one may be producing.
For example, I spent the better part of four days working on the Master Application List Letter to Application Owners. This is the letter that we are going to send out to the members of the department (and others) that own the applications that we will be analyzing and collecting data on.
After the time that I spent alone on the letter, I met with one of my mentors, Garrett Treager, and we spent over an hour analyzing all of the wording in every sentence as well as the organization of the letter. We decided that, knowing that our audience wouldn’t respond well to a huge block of text, we wanted to simplify it into bullet points, headings, and charts so that they had the capability of selectively reading, but also provided all of the information that they needed. As I’ve discussed in my last post, this is a very fine line to walk, and one that may never be fully perfected without the help of coworkers and another set of eyes.
We sent this letter to Mary Gallagher for review to see if we were able to send it out to the proper recipients yet. We just got the letter back with several edits that both Garrett and I didn’t necessarily think of. For example, here are a few changes from our document:
- set up a meeting -->
schedule a meeting - so that we can discuss this information -->
so that we can discuss your application information with you - make sure -->
verify - When we do meet, the data that we will need about each of your applications include: -->
During our meeting, please be prepared to discuss the following information needed for your documented applications: - aren’t -->
are not
Even though Garrett and I spent over an hour editing this page-and-a-half document together, literally going through every word, Mary was still able to find wording that could be improved upon. Not only is this another way that can help both myself and Garrett prove on our document-writing ability, but it also shows me (us) that another set of eyes is always welcome on any document that one may be producing.
Monday, June 22, 2009
Learning email and information protocol
From a very young age, we are taught how to write letters to one another. We are taught structure and the etiquette in writing a letter to a friend or family member. But little of that is retained, I’ve found, when writing letters to CIOs.
While writing up templates and drafts of this letter that we plan of sending to a variety of CIOs in order to prepare their teams for our future plans, I found that the foundation of writing a letter that we learned so long ago is mostly similar (greeting, body, signature), but there are many things that must be done differently.
For example, when we are taught how to write an amicable letter, we often make small talk, detailing many different aspects for the reader. Even a regular business-type letter is somewhat insufficient for a higher-level audience that you might write to, like the CIOs. This is because, being that CIOs have a large amount of people under them, they have very busy schedules to tend to, and a long email, detailing every aspect of your project or request will easily get over-looked. So, when writing to them, you must pack as much information in as little amount of words and space as possible. If you think you get a lot of emails, imagine what their inbox is like. So for this purpose and functionality, you must learn how to make these types of letters and emails concise.
In learning this lesson, I have started to develop, what I think, are good skills for writing whatever type of email that my job may require me to write. You aren’t always required to tell the recipient of your email your entire life story, or exactly how this project started, or every detail of a step they must take. Sometimes, that may be necessary, but it is part of being in a work environment and learning when it is more appropriate to be specific, and when it is appropriate to be a little vague. You can eventually get readings on which projects or tasks people know more about in the office, and which are lesser known or require more description.
By writing these templates, I feel that it has helped me refine those writing skills and better understand the knowledge of the office and being about to realize who needs what information, and how much they need. It’s a skill that will change from office to office, and one that can always be perfected on, but it is definitely something, I believe, you need in order to function properly within the work environment these days. It’s a great skill to have and one that I think will help benefit me in both my internship as well as the real world, no matter where I end up.
While writing up templates and drafts of this letter that we plan of sending to a variety of CIOs in order to prepare their teams for our future plans, I found that the foundation of writing a letter that we learned so long ago is mostly similar (greeting, body, signature), but there are many things that must be done differently.
For example, when we are taught how to write an amicable letter, we often make small talk, detailing many different aspects for the reader. Even a regular business-type letter is somewhat insufficient for a higher-level audience that you might write to, like the CIOs. This is because, being that CIOs have a large amount of people under them, they have very busy schedules to tend to, and a long email, detailing every aspect of your project or request will easily get over-looked. So, when writing to them, you must pack as much information in as little amount of words and space as possible. If you think you get a lot of emails, imagine what their inbox is like. So for this purpose and functionality, you must learn how to make these types of letters and emails concise.
In learning this lesson, I have started to develop, what I think, are good skills for writing whatever type of email that my job may require me to write. You aren’t always required to tell the recipient of your email your entire life story, or exactly how this project started, or every detail of a step they must take. Sometimes, that may be necessary, but it is part of being in a work environment and learning when it is more appropriate to be specific, and when it is appropriate to be a little vague. You can eventually get readings on which projects or tasks people know more about in the office, and which are lesser known or require more description.
By writing these templates, I feel that it has helped me refine those writing skills and better understand the knowledge of the office and being about to realize who needs what information, and how much they need. It’s a skill that will change from office to office, and one that can always be perfected on, but it is definitely something, I believe, you need in order to function properly within the work environment these days. It’s a great skill to have and one that I think will help benefit me in both my internship as well as the real world, no matter where I end up.
Friday, June 12, 2009
Editing myself
When one thinks of Professional Writing and Editing, and what the actual acts of professional forms of writing and editing entail, certain types of media come to mind, such as manuals or guides, communication documents, or even simple inter-office memos. But as I have found this week during my internship, writing notes in meetings can be counted as writing as well, as informal as it may be.
While I have had several one-on-one meetings as I have been here at UPMC, I had my first group meeting of the summer yesterday. I was asked to come to this meeting simply to catch-up with what had been happening since I was gone at school. So, because I was mostly an observer for this meeting, I was given a lot of room to be able to focus on my note-taking abilities.
As different people of the group discussed their areas and gave their opinions, me occasionally giving my own, I structured the meeting notes rather soundly, making sure that each good point that was made had found a spot amongst my notes, as well as an indication of who said what. After the meeting, I was able to go back and correct typos that I hadn’t had time to fix during the meeting, and I was also able to look over the notes I had taken in order to recap and reabsorb what was said during the meeting.
This realization, I think, will help me greatly later on down the line in other group meetings. I may be able to find different, more effective ways of taking notes as the internship goes along, but dipping my toes into this pond will surely help with my note-taking as I continue my professional path. I think, maybe more so than the act of taking notes itself, this is also giving me excellent practice in being able to edit—not only coworker’s work—but also my own. I often find it hard to make myself look at something I’ve written in an objective manner, and edit it as I would anyone else’s work. Whereas while I’m editing my own notes, I know it is easier for me to take a step back and say “ok, does what I’ve written here actually make sense?” Because, while I was in the room at the time of the meeting, being able to listen and write at the same time is somewhat of a hard task for me. I know that this practice will help me to be able to do that more freely in my own writing, not just note-taking, and this is an integral part of being able to be a professional writer and/or editor.
While I have had several one-on-one meetings as I have been here at UPMC, I had my first group meeting of the summer yesterday. I was asked to come to this meeting simply to catch-up with what had been happening since I was gone at school. So, because I was mostly an observer for this meeting, I was given a lot of room to be able to focus on my note-taking abilities.
As different people of the group discussed their areas and gave their opinions, me occasionally giving my own, I structured the meeting notes rather soundly, making sure that each good point that was made had found a spot amongst my notes, as well as an indication of who said what. After the meeting, I was able to go back and correct typos that I hadn’t had time to fix during the meeting, and I was also able to look over the notes I had taken in order to recap and reabsorb what was said during the meeting.
This realization, I think, will help me greatly later on down the line in other group meetings. I may be able to find different, more effective ways of taking notes as the internship goes along, but dipping my toes into this pond will surely help with my note-taking as I continue my professional path. I think, maybe more so than the act of taking notes itself, this is also giving me excellent practice in being able to edit—not only coworker’s work—but also my own. I often find it hard to make myself look at something I’ve written in an objective manner, and edit it as I would anyone else’s work. Whereas while I’m editing my own notes, I know it is easier for me to take a step back and say “ok, does what I’ve written here actually make sense?” Because, while I was in the room at the time of the meeting, being able to listen and write at the same time is somewhat of a hard task for me. I know that this practice will help me to be able to do that more freely in my own writing, not just note-taking, and this is an integral part of being able to be a professional writer and/or editor.
Friday, June 5, 2009
Nose to the grindstone
Finally having all of my obligations fulfilled for the summer done with the passing of May, I am now finally able to focus my efforts on my internship and my course. It is nice getting back into the swing of things and back into the groove here at UPMC. But the nicest thing about being a flexible intern is that every time I come back into this office, they always fine me somewhere new to go; a new department to work in; a new task to take on. If UPMC has taught me only one thing thus far (which is untrue), it is that no matter what field or division you choose to pursue for a career, there is always something you can find within that division that will suit you.
Since I started working here, I have been in many different areas, working with several different people, doing numerous assignments. I have done everything from editing a New Hire Manual to making inspirational posters for the various departments to helping to develop entire SharePoint sites for the division.
As of right now, I'm working almost solely on a project called the Master Applications List (or MAppL for short). So that we may be in compliance with licensing laws, the department is going through to make sure all applications are in accordance and do not exceed the licenses that are owned for it. I’m consolidating lists and will also be contacting the application owners in order to make sure that everything is up to par. This list is rather large and requires editing in the form of merging information from several sources as well as making sure there are no duplicates or aliases, which would create more work for the department.
I think that this is a great editing exercise within the real world because this is showing me that even though I may have learned how to edit several different types of documents in my English 302: Editing class, this is a perfect example of how not everything in a real world scenario will be a letter with many typos that I’m required to weed out. This is taking my editing skills that I have required, and helping me learn how to apply it in everyday life. It’s very gratifying!
I have enjoyed my first week on the job and I cannot wait to see what else this new department has to offer me!
Since I started working here, I have been in many different areas, working with several different people, doing numerous assignments. I have done everything from editing a New Hire Manual to making inspirational posters for the various departments to helping to develop entire SharePoint sites for the division.
As of right now, I'm working almost solely on a project called the Master Applications List (or MAppL for short). So that we may be in compliance with licensing laws, the department is going through to make sure all applications are in accordance and do not exceed the licenses that are owned for it. I’m consolidating lists and will also be contacting the application owners in order to make sure that everything is up to par. This list is rather large and requires editing in the form of merging information from several sources as well as making sure there are no duplicates or aliases, which would create more work for the department.
I think that this is a great editing exercise within the real world because this is showing me that even though I may have learned how to edit several different types of documents in my English 302: Editing class, this is a perfect example of how not everything in a real world scenario will be a letter with many typos that I’m required to weed out. This is taking my editing skills that I have required, and helping me learn how to apply it in everyday life. It’s very gratifying!
I have enjoyed my first week on the job and I cannot wait to see what else this new department has to offer me!
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