Starting Good Work Habits

April 9, 2007 12:53 PM

I'm starting a new job soon. What are some good habits to incorporate from day one?

I want to take the opportunity to start things right. Some things I'm thinking of:

1. Some type of GTD system. I've used GTD before--a modified version, I can never go as far as I could--and have fallen off the GTD wagon once things get cluttered, so I definitely want to start this day one. I plan to use the Outlook GTD toolbar and also using some type of paper system (I saw one about dividing up a Moleskine but unfortunately didn't save the link. This GTDTiddlyWiki also looks interesting; anyone ever use it?).
2. New Moleskine for work notes.
3. Send a progress report to manager every Friday (this is also good for salary reviews).
4. [Insert Mefites brilliant ideas here.]

Also, after 5+ years of telecommuting, I will actually be going to an office (gasp!). So any and all advice on good morning routines/habits is greatly appreciated. The only one I've started is cleaning my sink every night (a la FlyLady) because it really makes a difference in my morning mood (which is generally dreadful).

posted by sfkiddo to work & money (28 comments total)

come in late, take a 2 hour lunch and leave early.


but really I like to take the first 15 minuites of the day to write out a to do list, and the last 15 minuites of the day to review it, make notes on whats completed , wheat left undone and what do I have to do tomorrow.
posted by kanemano at 1:01 PM on April 9, 2007

Not reading MeFi, AskMe, or MeTa at work. Seriously.
posted by Gamblor at 1:10 PM on April 9, 2007 [6 favorites]

Say hello to whoever staffs the front desk/phones in your office, and learn their name.
posted by yohko at 1:18 PM on April 9, 2007

Keep a reference notebook so you don't wind up asking the same questions over and over (like "who maintains this one system", "which printer is which", "what's the phone number for Human Resources", etc.). Get the answer once and then write it down.
posted by cadge at 1:27 PM on April 9, 2007

Say hello, to people you meet. This is a hard one for me. Stay organized from the start, make sure you have all the accouterments that you need. Keep a running list of what you have accomplished and what still needs to be done and always, always, always, have an end game in mind.

Even if you decide to change your end game, it will give you direction.
posted by stormygrey at 1:28 PM on April 9, 2007

I'd suggest picking up a copy of The First 90 Days.
posted by donovan at 1:33 PM on April 9, 2007

Whenever you make a promise, commitment or whatever write it down. Every time.

Date everything you write.
posted by itsjustanalias at 1:33 PM on April 9, 2007 [1 favorite]

I'm with yohko - get to know the support staff and treat them with respect. This not only include receptionists but also the IT, janitorial, and maintenance staff. If there are interns, it's never a bad idea to be helpful if they need something from you. Being friendly with the HR or administrative staff can also be useful; sometimes they look out for you (that and they know what rumours are floating around - and whether they're true or not).

Smile and try to present as generally upbeat (but don't overdo it).

If you're doing to progress report thing, don't flaunt it. Don't be that person who always drops by the boss' office at 4.55pm on Fridays with a printout. I personally find that it works better for me and my supervisor if I do progress reports as they need to be reported rather than a set time each week/month.

Document stuff. Maybe keep a separate moleskin. Write down the good ideas you've had or the good stuff you've done. Write down ever instance of overtime or working weekends or if you've saved the company money. Also write down anything that's bad (broken promises from management, unreasonable expectations, &c).

As for morning routines - I do a short high-impact bit of exercise. I find that it turns on my metabolism (I'm always hungry now, but that's a good thing - I'm trying to gain weight) and my head's clearer for longer in the day. If you're not into exercising, maybe just do something enough to get you breathing hard for a minute after you're finished. I've recently added three sets of crunches to my morning routine and it's great.
posted by porpoise at 1:47 PM on April 9, 2007

Repeat peoples' names when you meet them and do your best not to forget them. Depending on the new workplace, you might be meeting a ton of folks in that first day, and many of them you won't see again until you need them... and can't remember their names or faces. This is especially important for the admins and other staff members you'll meet whose names might not make it on an agenda or office door (which is an easy cheat to remember someone's name).

Also, ditto kanemano on the morning to-do list. Even helps to use colored pens.
posted by activitystory at 1:51 PM on April 9, 2007

It's not clear from your post whether you are (a) entering a newly-created position, or (b) taking over for someone else, or (c) doing the same job you were doing before, only in an office.

If it's (a), then it might be a while before you, or your boss or co-workers, really know what it is exactly that you're doing, because the job gets put together as you go along.
If it's (b), then hopefully there will be some instructions left behind by the previous person that can get you started, or at least you can use their existing filing system and go from there.
If it's (c), then there won't be all that much to change from what you're doing now.

IN GENERAL, when starting in a new office, it's very important to be very polite, and to observe without comment. You're there to learn the ropes, not to judge them.
- Carry a pad or notebook with you the first week. Any time someone shows you how to do something, write down the directions. You may think you'll remember, but with so much coming at you that first week, writing things down is a good way to keep things from slipping.
- Learn existing systems thoroughly before you decide to change them. If you think an administrative system is silly when you first learn about it (like how billing works or something), you might find in a month or two that there's more to it that informs why things are the way they are.
- Keep a written to-do list. Use paper big enough that your current open items all fit on one page. When a page gets filled, start a new page by re-writing all the still-open items; this will help remind you what's been sitting around for a while. I like the rollabind/circa system best, but for the first month or two, use whatever looks best in the supply room; you don't want to be known as too good for the office supplies. Keep the old lists - they'll have notes and phone numbers on them that might be handy references again later.
- No personal email or web-surfing at work for at least 90 days. In that time, you'll learn what's appropriate/acceptable in your office.
- I can't imagine sending a progress report to my boss every Friday. It would drive her nuts. Find out if that's something your boss would want - depends on what your job is, which you don't mention at all in your post.
- If you have to keep track of time spent on projects/clients, and you'll be using Outlook at work, try turning on the "Journal" function. It's not the be-all end-all in time-tracking, but it's a good back-up reminder for you in general of what projects/clients you spent time on during the day.
posted by Sprout the Vulgarian at 1:55 PM on April 9, 2007

Date everything you write.

Effing seconded.

I make large-letters todo lists with empty boxes that I "X" out when done. Each list item has a deadline date. This is about 95% of my entire organizational effort.
posted by cowbellemoo at 1:55 PM on April 9, 2007

As the IT guy, I don't mind answering questions. I actually enjoy it. But after asking me the 18th time how to log onto your network share folder, I'm getting a bit irritated. Depending on your line of work, being friends/enemies with the IT department can make the difference between life being a living hell or not.
Same goes for custodians. Do you really want your trash emptied or not? (basically echoing other sentiments already posted)

When you write down meeting notes, contact info, or things to do, ask yourself, "Will I know what this means a month from now?"

Learn the boundaries of input with the supervisor(s). Some are very open to new ideas and suggestions. Some take it umbrage that you, a n00b, think you could do better. While I don't get along well with bosses of the later type (I'm known for giving input), that doesn't mean coexisting isn't an option- namely by keeping my mouth shut.

Find somebody to buddy up with. Starting a new job, especially if there are a lot of employees, can be daunting with all the new faces and social dynamics. It can be like high school drama all over again and while it can be better off to stay out of office politics, I would suggest knowing who is who among your coworkers. Having a friendly face to clue you in on things while your learn the ropes can take a lot of stress out of it all.
posted by jmd82 at 2:01 PM on April 9, 2007

Figure out what you need to do for a bedtime and morning routine, and give yourself adequate time to do so. I find that laying my clothes out the night before is really helpful so I don't have any no-clean-clothes freakouts.

Also, find out what the dress code is and stick to it. Some dress codes are weird, especially in today's workplace. Mine is "business casual" (blood bank in New Orleans) - I can wear a skirt with open-toed shoes and no stockings, but I can't wear capri pants!
posted by radioamy at 2:01 PM on April 9, 2007

come in on time and smiling. try as much as you can to acually be happy to see the people you work with. obviously, some people may make this too hard to accomplish with them, but do what you can. It's bizarre what a difference it makes if you like who you work with.
posted by shmegegge at 2:07 PM on April 9, 2007

1. Keep your mouth shut re:office gossip. Don't gossip, don't hang with people who gossip, don't repeat gossip, don't laugh or comment on gossip, don't respond to gossip emails. If people are talking about people in a non-work way, just leave the conversation. Period. You don't need to make a big deal about it-just exit yourself from the conversation.

2. Listen to people. Listen listen listen and be sure you really understand what is going on and as much of the history of the subject before you pipe in with suggestions-especially for changes to things that your co-workers may have implemented/done/overseen in the past.

3. Write down everything. Make sure you meet deadlines. If it's super important, check back after you do something and make sure the person got it, it was done right, whatever.

4. I second the dress code thing. Find out what they think is business casual before you walk in in shorts. Wear what you would normally wear on a friday on their casual day for a few weeks to figure out what is ok.

5. I also second being kind to the help. Receptionists are key. As are IT people. They can all make your life miserable or wonderful.

Good luck.
posted by aacheson at 2:08 PM on April 9, 2007

From the question, the dividing-up-the-Moleskine with GTD intent is probably the PigPogPDA.
posted by adamwolf at 2:11 PM on April 9, 2007

Don't overdecorate your desk/cube/area, but do (if allowed to have personal things at your desk) put out two or three small items that are a) meaningful to you but that are also b) good conversation starters.

Its a great way to bond with people if you have something small and unique at your desk, especially if you can tell a nice story about it (when asked, of course).
posted by anastasiav at 2:17 PM on April 9, 2007

You wrote that you're going to use a Moleskine for taking notes. Taking notes, period, was going to be my advice. It's really important, and nothing drives me crazier than when I train a new guy, and he asks me the same stuff over and over. Write it down! Same goes for bookmarking useful sites.

Personally, my handwriting is terrible and I can't search a Moleskine easily - I use a text editor on my computer as a scratchpad for useful information. Save the file often (notes.txt...) and use it to jot down stuff your manager asks you to do, facts you want to remember, etc.

Or use your Moleskine :)
posted by autojack at 2:26 PM on April 9, 2007

Lots of good stuff here.

Sprout: this is a new position at a new company. In fact, they changed the position after I interviewed with them, so we'll probably have to see how it goes as we define it.

I'm definitely going to rethink the progress report thing. I got in the habit of it because I worked for someone who always forgot projects they assigned me, kept piling on additional work, and then would get mad that everything didn't miraculously get done. (I resorted to over-documenting everything as a CYA measure.)

Good comments on listening: this is actually one of my major work pet peeves. I can't stand people who start a new job and immediately chime in with changes to existing systems/processes before they understand how and why they work the way they do. In fact, my philosophy on starting a new job is to shut the eff up and listen for a very long time.

Dress code: I still haven't figured out what "business casual" means for women (I think guys have it easier). That will be a challenge.

Morning/evening routines: I'll be taking Muni and plan to walk to bus stops further away for the exercise. (After working at home for so long, I am in disgraceful shape.) And I wish I would've figured out laying tomorrow's outfit out the night before about 20 years ago!
posted by sfkiddo at 2:31 PM on April 9, 2007

Seconding aacheson's anti-gossip advice. You won't get anywhere giving those people your ear, even if it's a manager.
posted by Burhanistan at 2:32 PM on April 9, 2007

If you are keeping notes on computer instead of a notebook, be extra careful what information you put on those company computers. You shouldn't have any notes or files that could reflect negatively on you or the company. Take a very broad definition of negative.

Do not use your work email for personal messages. When emailing other employees, always keep in mind that anything you do can not only be forwarded without your knowledge but that the IT people (and probably your bosses) can view your emails.

Keep in mind that keylogging or screenshots may used. Most likely you will not be told all the processes that are in place to watch what you do online. So, watch what you do online.
posted by who squared at 3:04 PM on April 9, 2007

Set up a bunch of email folders. If your email is generally kept on a server and you have a limit of 2GB, find out from someone how to keep your email folders on your hard drive. Include these folders:

Tech tips: Anytime jmd82 sends you advice on how to log on to your network drive folder etc. You'll use this folder about twice a year and it'll make you look really good.

Ego file: If people really like what you've done, they might send you an email saying so. It's really handy at review time to have an idea of what's been (not saying you should take the emails along). You can also email yourself and dump it in that folder with your own weekly progress report.

Potential trouble - now maybe you don't want to call it that, but any email that indicates that at some stage someone is not going to be happy with someone else (ie Boss says, damn client pissed me off again, he's done xyz), file it. When the boss says to you, damn, if only I could remember when the client did xyz, you can say, oh, I have that email - here you go.

Don't keep gossipy emails - you'll be tempted to use them.

Don't leave half eaten food on your desk, in your desk, in your waste bin.

Avoid using the internet at work for anything but work and research into better methods of working. Your productivity will pay off, and if you never start, it's not a habit you have to break.

If you can, get away from your desk at lunchtime.

Be nice to the mail guys, the receptionists, the barristas, the cleaning staff, and not in a condescending way. Actually have conversations with them about their stuff. You'll hear things you wouldn't otherwise, and when you need something, they're far more likely to help you out.

Never badmouth your work at a social function. Or anyone you work with.

Don't show your extreme technical skills off to anyone but your supervisors otherwise your officemates will be at you to unjam the printer all the time.
posted by b33j at 3:20 PM on April 9, 2007 [1 favorite]

Bring delicious food items -- cookies, bagels, etc. Have them on your desk. Send a team-wide email that says, in effect, please come visit my desk, take a cookie and say hi to me. Meet and greet everyone that stops by, and remember their names.
posted by frogan at 4:08 PM on April 9, 2007 [1 favorite]

Some habits I had while working in an office that made my life better:

Get in 15-30 minutes early. In my office nobody else was in that early so for all they knew I was there hours before them. This allowed me to leave early or take an extra-long lunch break. It also potentially allowed me to start getting my work done early, though not in reality.

Clean up my work area at the end of every day and write out a to do list for the next day. It made mornings so much nicer.

Take a full hour for lunch and leave at 5. Unless this is really unacceptable in your office, it will make your life so much better to establish these boundaries from the beginning.

"Eat a frog" first thing (do the most unpleasant yet essential task). This habit only lasted me a week but it would have been great if it lasted longer.

And some I didn't have:

Organize the notes on procedures and how things work that everybody recommends you take into something you can easily refer back to. I failed at this and preferred to bug coworkers than to try to sort through my notes -- not ideal.

Follow everybody's advice re: no internet surfing.
posted by nevers at 7:33 PM on April 9, 2007 [2 favorites]

I'll have to nth the idea of getting to know people, not just supervisors and close workers. In addition to all the other (very valid) reasons people mention, the odds are increased that people will remember you if you remember them, and you'll end up having lots of coworkers who like you, making you like your job. My dad was the antithesis of this, and has always been miserable at work because of it. Be nice, remember names, and be friendly.

Make sure your boss wants status updates every week before sending them. It's a great idea to keep a log of what you've done and make sure your boss knows what you're up to. But if I were your boss, it would just be one more e-mail for me to delete without opening and one more reason for me to be annoyed with you.

What who squared says is important. Just assume that any e-mail you send is going to be read by people you don't send it to. Not just the risk of forwards, but that the mail administrators might come across it for one reason or another.

Some Internet use might be okay, but watch it. Don't ever sign onto AIM or the like from work, though, or you'll get zero work done. Trust me.

It's probably a personal thing, but lots of blank notepaper and a huge whiteboard make doing any sort of work much more bearable.

Respond to e-mail promptly, answer your phone, and check your voicemail. These "little things" have a huge impact on how I view people. (And always spell- and grammar-check! It amazes me how many people don't!)
posted by fogster at 8:47 PM on April 9, 2007

Thanks, all. Some really good advice here. I'm going to really try on the introducing myself to people/remembering names tip: I'm kind of shy (at first) which unfortunately sometimes translates as "stuck up."

And I love the tip of bringing "delicious food items": I love to bake but don't have a sweet tooth (how's that for irony?).
posted by sfkiddo at 10:22 PM on April 9, 2007

Know that your first day will probably not be stellar. First days at work are usually crazy. Don't take anything personally. Co-workers may seem to be cold, but this is usually just them getting used to you. (My first day at work, a co-worker swung his hand out to point at something, and his large and insanely heavy ring flew off his finger and hit me on the head. That just about made me go the "Oh, my first day at work, everybody hates me" route, and start crying in the bathroom. Long story short, we became good friends later. I jokingly called him Frodo up to his last day at the office - Frodo, rings, etc.)

Be nice to those further down the ladder. I once worked for a vice president who made a point of knowing the names of the receptionists, lowly hourly-rate student workers, and janitors! When he needed odd jobs done, someone would always be willing to push aside some random joe's project and tell him, "Sure, I'll push your project to the front." Not because he was the vice president, but just because they liked him - and that he actually gave a damn about them.

Never engage in anything personal at work. Personal email, etc. Companies tend to watch over their employees like hawks. Time spent by employee on non-company stuff is a loss to the company, hence the Big Brother approach.

However, they do not own your soul. Take your lunches and coffee breaks.
posted by Xere at 10:47 PM on April 9, 2007 [1 favorite]

That food-at-your-desk thing can go either way. It can be cute to bring in cookies for everyone (to be kept in the breakroom, usually) on your first day, because even if it's totally against the office's culture, people will forgive your naivete. If, after a few weeks' analysis of the office culture, you want to keep food at your desk for others, have non-perishables like wrapped candy.
posted by Sprout the Vulgarian at 7:23 AM on April 10, 2007