“He came in here thinking he was all high-and-mighty, just because he had a college degree. He treats the admin’s and laborers like second class citizens. And have you noticed that he thinks he’s too good to pick up the main phone when the receptionist steps out?”

This are just a few of infinite examples of mistakes people frequently make when first entering the workforce. Some people make the transition from school to work right out of high school. Others do it after a bachelor’s degree. And still others do it after graduate school. Regardless of how old we are when we first begin working in a professional environment, we all go through a similar learning curve that can be greatly expedited by learning from our predecessors’ mistakes. That’s what Welcome to the Professional World is all about – revealing to you the most common tricks and mistakes that can help or hinder your transition to the professional world. This book is based 90% on interviews with people new to the workforce, along with their supervisors. I recommend that you read it carefully before you enter the professional world. I also recommend that you review it again after you have been in the workforce for a month – you will see that many sections take on completely new meaning to you with your newfound ability to relate to it so much better.

When I show this book to seasoned professionals, the response is nearly always the same. They smile, nod their head, and comment, “Yea, I always thought about writing a book like this.” Again, everybody goes through this learning process. By cheating and reading about it ahead of time, you are sparing yourself much embarrassment, and you are empowering yourself further to focus more on the technical learning curve that also accompanies any new job.

Welcome to the Professional World is a collection of notes, resources, and short essays. This book will coach you with "success-oriented" fundamentals. Although some readers may find some sections of this book too elementary, that material may be the most valuable for the sake of reinforcement. Professional athletes usually learn most of the fundamentals of their respective sports long before they are drafted. Yet, as they venture on to compete at a professional level, they rely on coaches and trainers to continually reinforce the fundamentals.

“Keep your eyes on the ball!”
"Bend your knees!"
"Focus!"

Budgets

You have to start out every year with a budget. It can be simple or complex. You can review it once each year, or monthly. Obviously, the more thorough it is, and the more carefully you seek to follow it, the greater your benefits will be. But at a minimum, you just HAVE to start out every year with a budget.

Budgeting is simple. The only mathematics or accounting theory needed is basic arithmetic. Yet, the benefits abound as you make sure the “gazinta equals the gazouta.” A good budget provides the following benefits:

1. Keeps you from over-spending;
2. Keeps you from over-restraint;
3. Provides a strategic plan for maximizing personal, prioritized goals and objectives.

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Taxation

Income taxation, in its most basic form, is a simple process which surprisingly few people understand. Like personal budgets, the level of complexity tends to increase with the level of income. As complexity increases, so does the likelihood that the taxpayer will need outside assistance (i.e., from a tax advisor or CPA). This section will briefly explain the basic principles behind taxation.

Gross Income: Total income (from all sources).

Tax Deductions: The government has specified certain types of expenditures as legitimate tax deductions or “write-offs.” These expenses can be used to reduce your taxable income. Possible examples include: business expenses, charitable contributions, interest payments toward a home loan, and property tax.

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Housing & Relocation

Employment opportunities often mean relocating to a new community. For help in the housing search, check the following sources for leads:

1. Rent.com

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Principle #2 - Work Hard and Smart

Most people start their new jobs with only a rough idea of what they will actually be doing. In fact, most people don’t even know exactly how they are going to learn how to do their new job. Thus, they feel a natural anxiety over their first day at work.

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1. Pay attention to how your peers and clients perceive you.
   
   Many of the following suggestions refer again and again to this critical rule. People tend to remember negative perceptions about you more easily than they do positive ones. Allow your dedication and extra efforts to be visible, but with tact and some subtlety.
    
   • Be aware, however, that your boss or colleagues might not view your extra commitment and energies as a positive thing. Working extra hours after everyone has left for the day, or taking an extra hour of work home might threaten them. Use your good judgment.

1. Don’t flaunt your education and intellect.

The best course of action on the job is to let your fellow workers gradually discover your educational background, skills, and abilities. This will also give you a chance to build good relationships with those you are working with on a day-to-day basis. You will have plenty of time in your professional career to get recognition for your ideas and scholastic achievements.

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You can use the palmtop types of electronic calendars, or you can stay with the paper organizers. But you must have some kind of a written system for planning and scheduling events and responsibilities for any given day, including something that is to occur in three years. This is the first order of business in the category of being responsible. You can not rely on your memory for appointments and other miscellaneous responsibilities. This is negligent.

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1. Make a real effort to increase your level of responsibility.

This is a particularly tough and frustrating concern of many people, due partly to the fact that such advancement depends largely on one’s supervisor. Many people feel additional frustration when they don’t have some sort of an ongoing assessment or process to let them know how they are performing and how they are being perceived. Just remember that this process is naturally slow and very gradual. Here are a few suggestions to assist you:

1. Do any work that you are given as well as you possibly can and submit it on time. No matter how mundane or boring the task or project may be, or how many times you have done it before, keep up your level of professionalism and enthusiasm.

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Personal and Personnel

1. Make friends, but do not make close friends too soon.
   
   There are too many little human relationship traps that you can easily fall into during your first days on a new job. One of these is building strong friendships too quickly. It is best during the first few weeks to concentrate on building modest relationships with all people rather than strong relationships with just a few people.

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A Positive Attitude

(This section was guest-authored by Professor Thomas Cheney, former Assistant Dean & Director of Cooperative Education for the School of Engineering and Computer Science at University of the Pacific.)

Attitude is a very commonplace and overworked word. You hear it almost everyday. Parents talk about it. Teachers use it in class. Supervisors discuss it at work. No other word will have more impact on your future. Your positive attitude is your most priceless personal possession.

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The balance of this chapter will provide specific suggestions from people in industry, some of them relatively new to the work force, and others who have been there for many years.

We’re talking “basics”…

1. Do not call in sick when you are not sick.

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Quotes from your Predecessors and their Supervisors

The following represents the responses made by past “New Professionals” and their supervisors when they were asked, “If you could make one suggestion to future “New Professionals,” perhaps based on a personal mistake, what would you say?”

From “New Professionals”

“Stress breeds stress; realize that a missed deadline or neglected priority is not a "death penalty" offense. I often remind myself that the rotation of the Earth does not depend on my being involved in it. In other words, relax!”

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We thank the following for their expertise, contributions,
and review of the following chapter
Anita Bautista, Director of SUCCESS, University of the Pacific
Shelby Givens, PhD, Former Director of California Statewide MESA Program
DiOnetta Jones, Director of Diversity Programs; Cornell University
Joy Viveros, Fellowship Advisor, University of the Pacific

Consider the following words and phrases, many of which can provoke a variety of reactions, depending upon who is saying it, and in front of whom:

Minority, minority affairs, diversity/diversification, non-traditional populations, affirmative action, race relations, ethnicity, people of color, underrepresented populations, multi-cultural, African American, Black, White, Indian, American Indian, Native American, Hispanic, Latino/a, Mexican-American, Asian, politically-correct, ethnic sensitivity.

How open-minded are you? How fair are you? How do you view people of different cultures, races, ages, genders, and physical abilities? When you meet a person of a background different than your own, what do you assume about him or her? Are you automatically interested in meeting the person and learning of his or her interests, talents, and abilities?

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In discussing this most sensitive topic, it is critical that we review some basic definitions of terms to reduce the likelihood of misunderstanding:

• Culture: The social heritage – the institutions, customs, conventions, values, beliefs, skills, arts, modes of living – of a group of people feeling themselves members of a closely-bound community; and sharing a deep-rooted attachment and allegiance to that community. (Sue, 1981)

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“Colorblind” is a figurative term meaning that you view and treat others as if there were no difference between yourself and people of different races and ethnicities. Whether a person is "colorblind" is an interesting question, as it turns out. Are any of us truly colorblind in treating people from different racial, ethnic, or cultural backgrounds the same, and fairly? Do you speak in exactly the same way, and as freely, in front of people of all backgrounds? Do you tell the same stories? The same jokes? Make the same observations or recommendations? Would you marry a person of any color? Would you allow your daughter or son to? If you answered “no” to any of these questions, does that mean you are a racist? A bigot?

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Why do people treat other people of different backgrounds unfairly? What is this based on? In the case of racism, you might think that these biases are based on differences in physical characteristics. This is often untrue. For example, although conflicts between these groups have been intense, there is little or no difference in physical characteristics among Germans and Jews in Europe, Iraqis and Kurds in the Middle East, and Hutus and Tutsis in Rwanda.

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Title VII of the Civil Rights Act of 1964 made sexual discrimination in the workplace illegal. The Equal Employment Opportunities Commission has since produced guidelines to define sexual harassment. The behavior must contain the following three elements.

1. It must be sexual in nature. Even a foul or vulgar joke, though inappropriate, might not be sexual harassment if it did not include some sexual aspect.

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Your ability to communicate is the single most important character trait, or skill, that will determine whether you get hired or not for each job you apply for and, once you are on the job, how successful you will be. Some members of more technical types of professions, such as some engineers, tend to downplay, and almost take pride in their lack of communication skills. This is misguided – their supervisors are not laughing.

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The Bible uses the analogy that your tongue is like the rudder on a ship. It can either lead you into safe waters or turn you out into the rough open sea. This is certainly true in the workplace. What you say and how you say it can either mark you as an intelligent, soft-spoken, gentle and persuasive speaker and manager, or it can mark you as moody, mean-spirited, demeaning, abusive, manipulating, vulgar, sexist and/or bigoted. (Does that sound a little strong?)

You may have already taken a speech class that has discussed some of the basic principles of effective communication. Some of these “rules of conduct” include:

1. Maintain good eye contact, but don’t stare the person down when you’re making a public speech or carrying on a personal conversation. In some cultures, looking someone in the eyes too strongly while speaking is considered disrespectful. While this may seem silly to you, to someone of that culture it’s very real and quite serious. Be sensitive to cultural and ethnic differences that can interfere with effective verbal communication.

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After years of being forced to look up words and write down their definitions over and over again in school, it is no wonder that most of us “choose not to” once we graduate. Persevere! Force yourself to get back into the habit of looking up words you come across that you are unfamiliar with or that your spell-checker highlights.

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Poor communication is the cause of many personnel conflicts and costly business errors. These communication mistakes can occur for or may be enhanced by any of the following reasons:

1. The improper use of language or using a misleading or ambiguous phrase or word with different meanings or interpretations;

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Of the many skills which will enhance your professional work performance, your vernacular seems to play an integral role. All professionals must dedicate themselves to a life-long pursuit of expanding their vocabulary and generally improving their written and oral communication skills.

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More Sophisticated Expressions

To compare apples and oranges: To compare two things which are difficult to compare due to differences in their constitution or make-up, as are apples and oranges. You just cannot compare them.

Bargaining chip: A potential concession to be used for another gain.

Principle #6 – Make Good Use of Your Spare Time

When seasoned professionals review this book, they frequently comment that even THEY found this section helpful. Personal productivity and efficiency have become such strong sciences that most people can benefit by at least reviewing the following principles occasionally. Good time management largely boils down to working smart. The most productive people operate under the strictest codes of setting priorities and living by them. They put 100% into everything they do, whether it is solving a problem at work, training at the gym, or taking a break. “Focus” is their middle name. They strive for balance. And they set their sights on outcomes.

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Time Wasters and Savers

The following is a list of some of the most common “Time Wasters” and “Time Savers” suggested by a cross-section of business executives.

Time Wasters

1. Unnecessary paperwork
2. Clutter
3. Excessive record-keeping

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Time Management: A Collection of Individual Responses (10 minutes)

I collect responses from people to the question, “What are your Time Management tricks?” While I do not necessarily subscribe to all of the following, these are the ones I find at least bear reporting. This section will enlarge on the above time savers and wasters.

1. I count all my time as “On-Time” and try to get satisfaction (not necessarily accomplishment) out of every minute.
2. I try to enjoy whatever I am doing.
3. I am a perennial optimist.

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Time Magazine Special Report Summary

Time Magazine did a special study and report in January of 2006 on the general subject of Time Management. The following are cursory notes taken from this issue:

1. Overview
   • Getting less than 8 hrs of rest seriously compromises our ability to concentrate and solve problems.

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Balance Your Professional and Personal Goals

This may be the most important subject in this book. You need to recognize and make good use of your spare time. This is called, “work-life balance.” Not respecting this area of one’s life could be the single biggest mistake that professionals make.

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Time Management Self-Analysis (10 minutes)

The following questions are designed to help you determine how strong your Time Management skills are.

Rate each of the questions below according to the following scale:

0- This is not true for me
1- This is rarely true for me
2- This is seldom true for me
3- This is somewhat true for me
4- This is usually very true for me
5- This is absolutely true for me

**Place an X in the box that best corresponds to you.

A discussion regarding such personal matters as romantic relationships may appear inappropriate to many readers of this publication. The author includes it after seeing so many job performances suffer due to personal romantic problems, especially those caused by the sudden imposition of “long distance.” Since it is extremely common for new professionals to have to relocate for their entry into the “Professional World,” many do so at the cost of a presumed short-term long-distance relationship. It might seem harmless and manageable at the time. If you’ll trust me that it’s not, you may find this chapter helpful.

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This is an area that is much more challenging and real than many people seem to appreciate and take into account as they launch their careers. It is seldom discussed in “school-to-work” presentations. But it is very common. How common is it? We can only speculate since so many romances are kept hidden. We see people’s work suffer unexplainably, but we don’t know the cause. Could be alcoholism. Could be drugs. Could be a new pastime that has taken over their lives. Again, if the truth could be known, we would likely be surprised how often the cause is romance related.

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Romance Issues in the Work Place

There are two primary concerns in the area of romance voiced by the people I have interviewed over the years:

1. When people develop relationships with other people who work at the same place
2. When people allow romantic problems or issues to carry over into their work

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Long-Distance Relationships

You have just accepted a job which offers great experience, a lucrative salary, and a 500-mile relocation. Now you must figure out how to inform your boyfriend or girlfriend. If you are interested in maintaining the relationship, the announcement itself will probably be the least of your problems.

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“Manners are back in style,” says Randi Freidig, an adviser on corporate polish. Freidig writes, “Executives and other adults are discovering that manners do count, that someone is almost invariably there judging them whenever a gaffe occurs.” Freidig further cites a corporate study:

• 99 executives out of 100 considered social skills as important as other business skills.

1. Place your napkin on your lap just as soon as you and your party are seated. Do not place it inside your shirt. When you leave the table temporarily, put it on your seat. When you are finished eating, place the napkin to the left of your plate.

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Many students choose to participate in internship-types of experiences while in school. The following material complements some of the sections of this textbook with some experiential education-specific information.

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Up-Front Financial Needs

Make sure you have enough money to handle the initial expenses of your housing search. This usually includes the first month’s rent and a security or cleaning deposit as an advance. If a cleaning deposit is required, you may or may not receive all of it back, depending on the condition of the apartment when you leave.

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Students on Financial Aid

Students who are on any kind of financial aid should consult with their campus financial aid advisor regarding their own specific situation before going on an internship. Ask if they have any advice for you.

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General Coping Suggestions from Internship Students and Employers

The following represents the responses made by a number of past Co-op and internship students and employers when they were asked, “If you could make one suggestion to future internship students, perhaps based on a personal mistake, what would you say?”

From the Students

“Treat the internship as a full-time career position, not as a part-time position."

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