Generations in the Workplace

Silent (Traditional) Generation.  The Traditional generation is the oldest generation in the workplace, although most are now retired.  Members of this generation are private and silent. They believe in paying their dues, for whom their word is their bond, who prefer formality, have a great deal of respect for authority and like social order.  Members of this generation have also been characterized as loyal workers, highly dedicated, averse to risk and strongly committed toward teamwork and collaboration Their values were shaped by the Great Depression, World War II, and the postwar boom years.  They have developed their interpersonal communication skills through strong commitment to teamwork and collaboration. 

Baby Boomers Generation.  Boomers are the first generation to actively declare a higher priority for work over personal life.  Members of this generation are more optimistic and open to change than the prior generation.   Boomers have been characterized as individuals who believe that hard work and sacrifice are the price to pay for success.  They value the chain of command, may be technically challenged and expect authority.

Generation Xers.  Members of Generation Xers are the children of older boomers, who grew up in a period of financial, familial and societal insecurity.  Generation Xers are often considered the “slacker” generation.  They naturally question authority figures and are responsible for creating the work/life balance concept.  Born in a time of declining population growth, this generation of workers possesses strong technical skills and is more independent than the prior generations. 

Millennials or Generation Ys.  This group is the first global-centric generation, having come of age during the rapid growth of the Internet.  They are purported to value team work and collective action, embrace diversity, optimistic, and adaptable to change.  With significant gains in technology and an increase in educational programming during the 1990s, the Millennials are also the most educated generation of workers today.  Additionally, they have grown up at a time where parents programmed much of their lives with sports, music, and recreational activities to keep them occupied while their Boomer parents focused on work. 

Challenges of having several generations in the workplace at once.

Boomers have often been characterized as being process-oriented, while younger generations, as being results-focused, irrespective of where and when the task is done.  While Traditionals and Boomers have been characterized as being extremely loyal toward their employers, the lack of loyalty of younger workers, especially Xers has been noted.

Younger workers like their older counterparts want to be respected, although the understanding of respect among older and younger workers differs.  Older workers want their opinions to be given more weight because of their experience and for people to do what they are told, while younger workers want to be listened to and have people pay attention to what they have to say.  Furthermore, older people may not appreciate equal respect showed to all, and may want to be treated with more respect than one would show someone at a lower level in the hierarchy or with less experience.  Younger workers who value work/ balance, do not value “face time” and seek flexible work options like telecommuting to get their jobs done without being physically at work.

While working at the court system, I have been working with a judge from traditional (silent) generation.  He didn’t use computer at all.  I have communicated with him only face-to-face or by phone.  I didn’t communicate with him by email, or send him any documents electronically. 

Other judge from Baby Boomers Generation, with whom I have been working for seven years, could easily understand me through my body language.  He knew exactly if I was bored at work, of didn’t like  some tasks.

Tips

Traditional (Silent) Generation:

• If you ask the members of this generation about their thoughts, do not expect to get them.
• Do not rely your opinion on the body language of the members, try to focus on words.
• They prefer face-to-face or written communication than technology type of communication.

Baby Boomers Generation:

• Try to control your body language while communicating, because the members of this generation read you thoughts and feeling on your body language.
• Speak openly and answer questions thoroughly.

Generation Xers:

• Use email as a primary communication tool.
• Talk with them by using short clear sentences to keep their attention.
• Use an informal communication style.

Generation Ys:

• They prefer email communication.
• Seek their feedback constantly and provide them with regular feedback.
• Use humor and create a fun learning environment.  Don't take yourself too seriously.
• They are willing to explore new ways of learning.

Managing to Manage Across Generations at Work

Tips to Improve Interaction Among the Generations

How to Manage Different Generations

Technical and Computer Skills as a Core Competency Required of Office Professionals

The need for technical skills actually depends on where person works or what person’s job description is.  In general, office professional works with office software programs, including spreadsheets, databases, word processing and graphic presentation software. The office professional has to be able to demonstrate depth of knowledge and skill in a technical area, proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc., advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.

The office professional should be (depends on job requirements):

• Able to use Microsoft Office applications

• Skilled at researching online information for providing support to supervisor, management and different departments

• Able to repair minor faults in office machines, printers and scanners

• Able to prepare and present seminars using PowerPoint and multimedia tools

• Possess knowledge of creating and working with databases using Microsoft Access

• Possess knowledge of using Dropbox, Salesforce and Raisers Edge

• Proficient in using the Internet, email and search engines

• Firsthand experienced in resolving minor troubleshooting issues on personal computers and laptops

• Have knowledge of converting paper data into a computerized form, keeping integrity intact

• Have exceptional knowledge of using data entry software and performing data entry tasks with accuracy and precision

• Able to handle and interpret complex accounting data using various accounting software

• Capable of calculating mathematical functions in order to provide support on different budget documents

While working at Assiniboine Community College (Foundation), I have been required to use Raisers Edge program.  This program was the main program used by the foundation for database of donors and alumni.  I have had online training in this program with combination of self-studying.  As a result, I am competent in the using of Raisers Edge program that has been required for my position.

Communication as a Core Competency Required of Office Professionals

In any office environment, an office professional should use friendly communication to interact with co-workers, supervisor, management, supporting staff, clients and other people.  The office professional should be able to ensure that information is passed on to others who should be kept informed.   The important information from his/her management shared with his/her employees and others must be appropriate.  Good point is to share ideas and information with others who might find them useful.  The office professional can use different ways to communicate: oral and written; and also has to possess good listening skills for effective communication.

Oral Communication.  Office professional has to be able to express oneself clearly in conversations and interactions with others.  The office professional should use appropriate grammar and avoid slang during talking.  The content of speech must be fitted to the level and experience of the audience, and the ideas and thoughts have to be organized and concise.

Written Communication.  Office professional has to be able to express oneself clearly in business writing.  The office professional can use different ways to communicate important messages (e.g., memos, newsletters, meetings, electronic mail).  The written ideas and thoughts must be clearly organized for the reader (e.g., through an introductory paragraph or through use of headings), and in appropriate business format.  Good point is to proofread documents before releasing them to others to avoid spelling and grammar mistakes.

Listening Skills.  Office professional has to be able to understand the most important aspect of communication and actively work to improve those skills.

While working at court systems, I have prepared some requests about realising important documents from government institutions or private organizations.  The content of request has been organized (introductory paragraph – name of case hearing in court, body – what document court needs to request for review and conclusion).  I have always proofread request before send-out.

Organization as a Core Competency Required of Office Professionals

An office professional should keep oneself organized, and as a result, he/she will be able to keep his/her supervisor organized. The office professional knows how to manage a filing system, track incoming and outgoing correspondence and coordinate the flow of paperwork around the office. Being organized allows quickly find anything that needed.

Time and Task Management.  Office professional has to determine the appropriate allocation of time and balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet tight deadlines.  A time management plan helps to break down large goals into smaller, easily achievable tasks and forces to complete those tasks on schedule.

Time and task management skills include prioritising - focusing on urgent and important tasks rather than those that are not important or don't move towards set goals; organising  work schedule; list making to remind of what needed to do and when; persevering when things are not working out and avoiding procrastination.

Space Management.  Office professional has to effectively manage the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)

While working at court system, I have separated my tasks into urgent, for tomorrow, and other days.  By doing this, I knew what should be done and when, as a result, I have always met my deadlines.  When I have been at the hearing of the criminal case about murder, I realized that preparation of protocol after the hearing will take a lot of time, and I decided to spend every day for about an hour in drafting of this protocol. As a result, after judge made a decision, the final 400-pages protocol has been prepared in time (5 days as required).

Diversity in the Workplace

When many people think of diversity, they think first of ethnicity and race?  Diversity is much broader. Diversity is otherness or those human qualities that are different from our own and outside the groups to which we belong, yet present in other individuals and groups.  It's important to understand how these dimensions affect performance, motivation, success, and interactions with others.

While doing my internship at Executive Passage, I have been working with co-workers with diverse cultural backgrounds on the marketing project for Fashion Designer.  We have worked as a team (one co-worker was from Jamaica, other – from Brazil) and each of us has brought unique ideas and suggestions regarding this project.  We have combined them, revised and implemented.  We were successful in in our performance.

While studying at Assiniboine Community College, I have been assigned to the group of two classmates with diverse cultural backgrounds and age on the assessment in Managing HR Function class.  We needed to prepare training (behavioral) strategy that the company could use.  My classmates proposed to create a game based on “Twister”.  I didn’t know rules of this game and have never played.  They explained me this game, type and rules of games that they want to create based on “Twister”.  I liked their idea, shared also my thoughts, they said that it will appropriate game for the said strategy.  As a result, we did well on our team assessment.  

There are some thoughts how I would work with people from different backgrounds than mine in the future:

• I would not make assumptions.  I would treat each person as an individual and not a stereotype.

• I would listen carefully and asking follow-up questions for better understand what a client is asking for.

• I would express myself in a clear and concise manner and avoid the use of slang, since individuals from other cultures may not understand them.
• I would look for common ground. I would keep the focus on the common objective in order to achieve a more productive working relationship.

• I would socialize with co-workers.

Why a diverse workplace matters

Diversity in the Workplace: Benefits, Challenges and Solutions

Introduction

My name is Iryna Stets.  I am originally from Ukraine, and used to live in Vancouver, but have relocated to Brandon.

Currently, I am pursing my final year in Office Administration program from Assiniboine Community College and at the same time a part-time student worker at the college’s test centre.

I am a law graduate.  I completed my legal education in Ukraine and have over eight years of related work experience.   My experience is in litigation area.  During 2003-2008, I held a position of Law Suit Secretary at Ternopil City and District Court and Court of Appeal of Ternopil region.  In 2008 I was appointed the position of Judge’s Assistant at Court of Appeal of Ternopil region and worked there until 2012.  During my work performance in the courts, I was honoured by the Certificates of Outstanding Contribution to Court from Mayors of Ternopil City (2005 and 2011).

In addition, I graduated from Inlingua Vancouver (English as a Second Language), and from 2012 until 2013 I completed an internship as an Office Administrator at Executive Passage (Vancouver).  Moreover, during the same period of time, I have been a volunteer at YWCA Metro Vancouver Women of Distinction Awards.

During breaks from school and work, I enjoy travelling, and spending time with my family and Floyd (dog).