Thanks For Sharing!-Jacky Ammeman CAP, Blue Grass Chapter President, KY Division One of the highest compliments that I receive is when I am thanked for sharing helpful information. Many times I am asked where I find the useful information that I share. I am a knowledge junkie!
I find useful information almost anywhere at any time. The key to using this information is in knowing who the information is useful to. The following article highlights the five tools that I use for collecting and disseminating information. I hope that you find it helpful and informative.
TOOL #1 – Coordinate the information. On my desk I have a binder titled “Inspiration and Information”. For many years, as I read magazines and found articles of interest, I have torn out or copied the information and placed it in the binder. If/when I share the information I note the date and group that I shared the information with. In the changing environment of administration, it is very interesting to review these articles every few months for their relativity.
With today’s technology, this binder is on its way off my desk and into the electronic footprint of my computer. I now have easy access to be able to scan and save articles electronically thereby eliminating the need for hard copies.
TOOL #2 – Don’t lose that thought! I’ve recently transitioned from using a schedule/planner for documenting the accomplishments and activities of a day. My planner is now only used for scheduling and appointments and remains at my desk. For making notes and tracking my activities I wanted something less cumbersome that I could keep with me at all times. I choose to keep a 7”x5” 100-sheet spiral notebook tucked into my purse and/or with me at all times. I use it to make notes from meetings or training sessions and to also jot down quick thoughts, ideas, etc. NOTE: This notebook is not a to-do list. Like my planner, my to-do list is a completely separate tool and remains at my desk.
This little spiral notebook has quickly become my powerhouse of information. I make simple notations and when I have time I can investigate these random tidbits of information. (See Illustration A) I also note ideas and inspirations that may hit me at the oddest times. For example, when I’m sitting at a traffic signal in rush hour I may have an epiphany but if I don’t record it quickly I can almost guarantee that it will become a fleeting thought rather than a sudden intuitive leap of understanding. I am reminded of a line from the movie, Working Girl, in which Melanie Griffith says “You never know where the big ideas might come from.”
TOOL # 3- Ability to be selective It’s easy to go overboard when sharing information. I have found that it’s much better to be selective on what information to share and make a plan for sharing it. I satisfy the following questions in my mind:
Is this information that I would find helpful and would appreciate receiving? Is this information that has been shared-to-death? Is this information a new spin on an old topic? Is there a way to use the information to expand my network of contacts? Is this information an opportunity to “Manage Up”? (Managing up would include sharing information with your supervisor and levels above.)
Be careful about consistently forwarding stories/jokes. Not only is it a burden to email servers (and prohibited by many employers) it also depreciates your reputation for sharing useful information. You don’t want to be one of those people who, when your name pops up in an inbox, the recipient will make a quick assumption that the information you’ve sent is something that they can get to whenever…. or never…..because it isn’t perceived as being of great value.
You may have some great information to share but if you share it with the wrong individuals you haven’t enriched anybody’s knowledge. For example, from my archives there’s an article from 2/19/06 titled Ten Tips for Young Professionals. In my humble opinion, this is a great article to share with IAAP division & chapter officers who may be working with student chapters and/or student members. It may also be helpful for colleagues who specialize in recruiting and working with college students and college graduates.
Ten Tips for Young Professionals
On the other hand, a large group of individuals may benefit from an archived article from OfficePro’s October 2005 edition titled Partnering For Results. Partnering For Results http://www.iaap-hq.org/officepro/OParchive/Oct_05_CvrStory.pdf
TOOL #5 – Use Discretion Always be considerate of the information that you forward to others. With today’s technology, it’s very easy to send information….the challenge is with you and in your discretion to impart useful and helpful information to others.
If you aren’t a knowledge junkie then I strongly recommend that you network and find a colleague who has these traits. It will enrich both of you. Speaking for myself, I love to have a forum to share information that others find as interesting and thought provoking as I do. Information is free (for the most part) and it’s one of the best tools that we can share with each other.
My electronic distributions typically consist of a weekly email ‘summary’ link to the Blue Grass Chapter’s website. Most of this type of information is posted to our site and is shared as links thus eliminating the need for numerous emails and negative impact on email servers. Our chapter has also recently started a Blog – that link is also on our site. To check our site, go to: www.iaap-bluegrassky.org.
In closing, if you would like to be on my distribution list, just send me an email saying “Thanks for Sharing!” and confirm that you would like to be included. Email to: President@iaap-bluegrassky.org.
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