Sick Building Syndrome

If office buildings had physical exams, an alarming number would fail because many are afflicted with sick building syndrome. The Environmental Protection Agency (EPA) estimates that one in four new or renovated indoor buildings in the United States may be classified as sick. Such buildings contain unacceptable levels of dangerous contaminants such as carbon monoxide, carbon dioxide and volatile organic chemicals.

A growing body of scientific evidence blames contaminated offices for causing illness in humans. Minor symptoms range from headaches, itchy eyes, irritability, nausea, dizziness and short-term memory loss, to major problems such as serious nervous and respiratory system damage, and even death. Doctors link the doubling of asthma rates since 1980 to poor quality indoor air.

The EPA believes that indoor air quality poses one of the top five environmental health risks of our time, citing the fact that pollutant levels indoors are two to five times, and occasionally 100 times more concentrated than outdoors. The World Health Organization estimates that one third of the workforce may be subjected to workplaces that are making them sick.

While the federal government has established standards for monitoring industrial workplaces, the Occupational Health & Safety Administration (OSHA) does not have standards in place for monitoring regular office buildings, which is surprising because an alarming number of potential carcinogens can lurk in office high rises.

What in the Office is Making You Sick?

Fluorescent lights can cause eyestrain and headaches, while carpets and the paint on the walls may contain solvents that can irritate the eyes, nose and throat. Chemicals that exist in furniture can release formaldehyde, which has been linked to a wide host of symptoms. Many are sensitive to volatile organic chemicals in office equipment, as well as mold and bacteria found in dirty heating, ventilation and cooling systems.

In many urban high rises, excessive levels of carbon monoxide can be detected inside offices. The hypothesis is that the odorless gas slips into the buildings from parking garages below via air ducts. Without proper ventilation, the poison builds up. In addition, human beings naturally emit carbon dioxide (CO2). Poor ventilation in crowded offices also causes a buildup of CO2 levels. Studies show CO2 concentration levels in meeting rooms frequently exceed acceptable levels by up to 300 percent.

Sick building syndrome is controversial among doctors. Some are dismissive, believing workers are imagining their illnesses. Others, however, warn that sick building syndrome could be the next AIDS. What is clear is that a growing number of employees complaining of health problems are blaming them on their office environments, and the physicians who are treating these patients have seen their caseloads grow 40 percent over the past decade.

The Cost to Businesses

It is also clear that sick building syndrome is costing companies billions of dollars in lost productivity and workers’ compensation claims. In an article for Business Week, Michelle Conlin spoke to researchers William J. Fisk and Arthur H. Rosenfeld of the Lawrence Berkeley National Laboratory in Berkeley, Calif. She quotes them as saying, “U.S. companies could save as much as $58 billion annually by preventing sick building illnesses, and an additional $200 billion in worker performance improvements by creating offices with better indoor air.”

What Can Be Done?

Whether motivated by ethics or the bottom line, a growing number of companies are taking a closer look at how to improve indoor office air. Some are overhauling everything from furniture to lighting, while others are making smaller fixes such as decorating with Boston ferns or palm trees, which are reportedly effective at removing air pollutants. At the very least, workers can make a difference in improving the health of their offices by opening windows and conducting a weekly wipe down of their work spaces using a damp cloth.

tips for business-texting

Texting is increasingly being used for business purposes, but if not done appropriately it can cause misunderstandings and reflect poorly on the person sending the text and their company or organization.

Here are seven important etiquette suggestions for business texting, adapted from Entrepreneuer.com.

Consider your audience: Business texting is an entirely different animal than personal texting. Whenever you send a business text, present yourself in a professional manner and make sure that it is tailored to your specific audience.

Communicate clearly: By nature, texting is different than sending an email. Since texts need to be brief, they sometimes are more susceptible to being misunderstood, which can adversely affect what you’re trying to accomplish. Make sure that your texts are clear and not open to the reader’s interpretation.

Respond promptly: Texting is meant to be a quick, easy way of communicating. So, when you receive texts, respond as soon as possible; not doing so often is viewed as a sign of inefficiency and/or lack of caring.

Use symbols and emoji only when necessary: Casual symbols such as emoji can help to lighten the mood of your text and create a friendly bond. But in general, they’re much more suitable for non-business texts. If you use them in business communications, don’t overdo it.

Don’t be long winded: Business texts walk a fine line between being brief but clearly conveying information. Pay attention to the length of the texts you are receiving from people with whom you are communicating. If their texts are very short, this might indicate that they would like yours to be very brief, too.

Be patient: Sometimes, people get frustrated when they send texts about urgent, important matters but don’t hear back right away. Realize that the person you are texting might not be available and that most likely, he or she will get back to you as soon as possible. So, it’s generally not advisable to keep sending texts if you don’t hear back from the person; this often is viewed as rude and overbearing.

Know when to end the conversation: Be sensitive to the flow when texting back and forth with someone. You need to reach a mutually comfortable stopping point. Don’t badger the recipient for more texts if you sense that their communications seem to be winding down.

SiTypes of Business Travelers

Between new expense platforms and mobile technologies, the face of business travel is rapidly changing. Based on recent travel trends, six types of business travelers and their spending habits have been identified in a study released today by Concur, a provider of integrated travel and expense management solutions. With business travel being one of the most controllable expenses, companies can take a look at the way employees spend to design better travel policies.

Each of the six personas described in the 2016 State of Business Travel report was compiled from focus groups, third-party research and Concur’s database of transactions representing more than $76 billion in annual spend. Corresponding data from travel and expense frequency revealed patterns among employees at different levels within an organization.

“Concur’s State of Business Travel report transforms data from endless pages of dull numbers into relatable and understandable characters,” said Henry Harteveldt, founder and industry analyst at Atmosphere Research Group, which contributed to the report. “The personas make planning and administering business travel programs easier, more accessible, more relatable, and more useful for travel managers and financial decision makers.”

The Spending Habits of Six Types of Business Travelers:

1. Savvy Sam is a frequent flyer who travels 40 percent of the time, taking approximately 25 trips in a year. Sam files 20 reports for 15-30 trips, spending around $30,000 a year.

“Business travel is an annoying but necessary part of my job. I file expenses on a per-trip basis.”

2. Jet Setter Jeremy is a C-suite executive who travels often and prefers to fly first-class and stay at upscale hotels. On average, Jeremy spends $45,000 per year for 15-25 trips, and files 25 reports.

“Business travel must be as comfortable as being at home. My assistant files my expenses.”

3. High-Tech Hannah is a millennial who travels once a quarter and may combine personal and business travel, while remaining budget conscious. Hannah takes three to seven yearly trips and files 10 expense reports. Her spending is much less at $10,000 a year.

“Business travel is great for mini-vacations. Expensing is a hassle. I put it off till the deadline.”

4. Approving Manager Alan travels infrequently but is responsible for reviewing travel and expense reports. He aims to keep budgets in line. Alan files 20 reports, but takes up to two trips a year himself and spends about $15,000 each year.

“Travel is a costly but necessary part of the job. I have to file expenses once or twice a month.”

5. Travel Arranger Tanya books trips for other staff members and files expense reports on their behalf several times a week. Tanya takes up to one trip each year at the cost of $15,000. She files five reports for other employees.

“I’m skilled at arranging travel and handling emergencies. My travelers just hand me receipts.”

6. Cautious Carl travels only once or twice a year for business purposes. He plans well in advance, and isn’t the most familiar with policies and processes. Carl spends around $2,000 for up to two trips annually. He files less than five reports in a year.

“Travel is more of an annoyance than a perk. I file my expenses as soon as possible.”

Findings from the report can be adapted according to the percentage of employees who may fit in each category. For example, more than half of all business travelers in the study qualified as “Cautious Carls,” but they accounted for only 14 percent of total business travel expenses.

Millennials and careful spenders are more cost-conscious than other travelers, while frequent flyers who make up 46 percent of total business travel spend are more concerned with comfort and convenience. In fact, “Jet-Setter Jeremys” consistently spend the most, because they are more likely to book trips at the last minute and choose premium seats.

30-minute-meeting

Perhaps the biggest challenge of modern society is maintaining the ability to focus. These days, smartphones, constant connectivity and endless distractions make it difficult for many to concentrate on one task at a time. Although difficult, actually focusing on just one item typically yields increased productivity and higher quality work. Condensing meeting times can be one solution to this dilemma.

Daniel Russell, founder of  Attentiv, a time and meeting management tool, investigated studies on work meetings and made a few interesting observations. He found that the most common complaint attendees had about meetings was that they lacked decision-making. Other common complaints included disorganization and domination by certain individuals. Russell found that the average meeting costs an estimated $338 in staff salary time—which would be a tremendous cost for an inefficient or unproductive meeting.

Like a sprint, the 30-minute meeting will be more strenuous at first, but it is definitely worth preserving invaluable time. Once adopted, the 30-minute meeting can sometimes be more fruitful than those spanning hours.

Why are shorter meetings more productive?

When people are aware of a 30-minute time constraint they begin to carefully and thoughtfully plan. Employees are also less likely to reschedule or arrive late because a shorter meeting is less of a commitment. Once in the meeting, attendees are more straightforward and intensely focused on action items.

Tips for Holding 30-Minute Meetings

Thoroughly prepare

Everyone must familiarize themselves with relevant materials prior to the meeting. Distribute vital documents ahead of time. The meeting plan should include a distinct objective, significant and informative points, answers to glaring questions, identified concerns, a list of decisions to be made and necessary questions to ask.

Stay action-oriented

The beauty of short meetings is that they are action-oriented by nature. It’s necessary to keep this intention in mind when allocating time. Don’t expect perfect decisions. Instead, just make sure they are made. Let go of time drains such as presentations, pleasantries and diversions.

Keep it small

The success of a short meeting is contingent on the number of attendees. The 30-minute meeting is ideal for small groups no larger than five people. Each meeting participant needs to be entirely present for short meetings to function properly. Consolidating over five unique opinions, requests, schedules and personalities likely requires more than 30 minutes.

Keep an eye on the time

Until you have become proficient at it, sticking to the 30-minute limit will be a challenge. Keep an eye on the clock and note how long certain meeting segments take. When arranging your first 30-minute meeting, plan as if you only have 20 to 25 minutes. Normally, meetings exceed their projected time.

Always reflect & assess

Even in a brief meeting it is crucial to devote time to reflection. Always reserve the last five minutes for a dialog about moving forward. The discussion should include a quick summary, impending next steps and guidelines for measuring success.

millennial preferences

Millennials, like all other age groups, generally display certain tendencies, but older generations often market to them without taking these tendencies into consideration.

Here are seven tendencies with major implications for marketing to millennial travelers, based on a recent Google survey.

–Sixty-five percent of millennial travelers initiate interactions with a brand or an organization online.
–Forty-one percent say they’ve used a smartphone to shop for flights while only 25 percent of people over 35 years old said the same.
–Twenty-seven percent of millennial travelers say they’ve used a smartphone to shop for hotels, compared with 19 percent of people over the age of 35.
–Sixty-six percent of millennials are confident they can find all the same flight and hotel information whether searching on a mobile device or a desktop computer.
–Twenty-seven say they’ve used a smartphone to shop for hotels, compared with 19 percent of people over 35.
–Fifty-nine percent say they typically purchase a flight on a smartphone after shopping on one, while 44 percent of those who are over 35 say the same.
–Sixty-four percent of millennials say they typically book a hotel room on a smartphone after shopping on one, while 42 percent of those over 35 do so.

These findings are particularly important because young employees are traveling for business more than ever before, according to The Portrait of Business Travelers report, based on the MMGY Global survey.

The survey, released in June, asked 1,007 business travelers who took at least one trip during the past year (prior to the survey being released) and expected to take at least one trip in the following year about their business travel habits and expectations.

Overall, business travelers took 6.8 trips, and the number was expected to increase to 7.4 by the end of the year. Millennials went on 7.4 business trips, compared to 6.4 for Gen Xers and 6.3 for baby boomers.

Another key finding was that younger travelers are less likely to book air travel based on loyalty program perks, and more likely to book based on the type of experience they want.

 

tips for better sleep in flight

Sometimes taking a red-eye flight is inevitable—it enables people to arrive at a destination at a desired time, thereby maximizing their time there. Some people have difficulty sleeping on planes, however, and upon arrival, especially those riding in coach then often drudge through daylight hours in zombie-mode or waste valuable time snoozing. Whether you’re riding through the night or just need to catch up on your zzzs, these expert tips will help you doze off—without a prescription.

1. Support Your Lumbar

In-flight comfort relies heavily on your body’s position. Even though a window seat is ideal, we aren’t always so lucky. Focus on your lower spine (lumbar) support. Reclining your chair relieves pressure to your lower back area. Sitting upright is a good option, but only if you have strong abdominal muscles.

Simply use a lumbar pillow, or any other soft cushion that can support the curvature in your lower back, thereby preventing in-flight strain and post-flight aches. And always avoid leaning forward: This is the worst position for your back, as it puts stress on spinal discs.

2. Bring Something Cozy

Try to make your environment as homey as you can, just as you do in a hotel room. Soft socks, a big sweatshirt or anything else that feels both personal and soothing will help get you to sleep. Pair it with a relaxing playlist, close your eyes and pretend you’re in your bed.

3. Keep it Dark

Don’t underestimate the role of darkness in falling asleep. Light suppresses the release of melatonin, a sleeping hormone released by your body.  So, shut out any light. On a night flight, this usually just means using screens. Since you can’t control what everyone around you is doing, bring a comfortable mask as a back-up.

4. Refuse the Easy Way Out

Taking an over-the-counter sleeping aid can hit hard and fast. However, because these medications typically have antihistamines in them, they usually linger for quite a while. You won’t get a quality sleep and you’ll likely wake up still feeling drowsy.

Instead, try melatonin. It’s a hormone naturally produced by your body, with a shorter duration. Similarly, try to avoid using alcohol to sleep. It might help you fall asleep (and taste pleasant), but it will disrupt your sleeping cycles and likely have you awake and thirsty within a few hours.

5. Eat First

Aim to eat a meal at least two hours before trying to sleep. Sizable portions force your heart to work harder, pumping blood to the stomach and intestines. Eating (especially airport and airplane food) could also contribute to you feeling thirsty later, which wakes you up and could very well result in additional trips to the bathroom.

It’s everybody’s favorite time of the year again: tax season. What should be straightforward for professional planners and their businesses can quickly turn into a nightmare, with questions ranging from “Can I write off my home office?” to “What percentage can I deduct when taking clients out?” While it may appear tricky to navigate, we consulted with the experts at TurboTax and compiled a list of nine tips to get you started on the right path. Keep in mind that these are general guidelines, and you should consult with a professional about your specific situation.

1. Don’t be afraid to write off your home office. As long as you’re not trying to write off your bedroom, you have every right to claim your space.

2. Keep up to date with your technology. Printers, work computers (for business use) and other technologies are tax-deductible under a provision of the federal tax law, Section 179, which files tangible personal property as equipment.

3. Supplies can be deducted, no matter how small. It might be hard to keep track of how many pens you’ve bought, but it’s worth it when you’re able to estimate how much you spent, so save those receipts.

4. Factor in the miles. How many miles did you drive for your business? Do the math and deduct whatever percentage of miles you’ve driven for work. For example, if you’ve driven 10,000 miles, and 3,000 were for work, you can deduct 30 percent.

5. Educational sessions can be deducted. Did you take a class to better your business skills or maintain a certification? Those can be deducted.

6. Write off airfare, hotel fees and car rentals. Just make sure you’re not writing off any personal time—small breaks between meetings are fine, but not extended periods.

7. Cash in on client meals. Go on, take a client of lunch or dinner—it’s 50 percent deductible. Make sure you document the reason for the meeting on the receipt.

8. Give back with stocks. While many people give monetary donations for write-offs, you can donate stocks instead. You can even deduct the current share price, rather than your purchase price.

9. Hire independent contractors. You won’t have to pay benefits or payroll taxes as long as they meet the legal requirements. Just make sure you have them complete a W9 form.

If you have complicated deductions, particularly if you have lived in multiple states, it’s best to consult with an expert. An accountant with experience working with small business owners can ask questions to try to capture all possible deductions.

Another day, another conference. You’ve checked the weather and packed accordingly, confirmed your plane’s departure time and read through your agenda repeatedly. When you attend meetings on a regular basis, it’s easy to fall into the mindset of just getting through the day. However, being on autopilot can lead to forgetting simple attendee etiquette. Keep in mind the following tips to leave the right impression as a present, respectful and classy attendee.

1. Be on time. Nobody wants to be the person who sneaks in at the last minute and steals unwanted attention from a keynote speaker.

2. Put an effort into your greeting. When someone introduces themselves, give a strong handshake, make eye contact and smile. Repeat their name so they know you’re paying attention. When appropriate, exchange business cards before parting ways.

3. Wear your nametag. This is especially important if it lists a company you are representing. If your company is relevant to another attendee’s business, they are more likely to approach you. It also alleviates the embarrassment of other attendees should they forget your name.

4. Perfect your elevator pitch. The idea of an elevator pitch is to keep your business’s mission to a minute or less—any longer and it will feel as though you’re dragging on. By keeping it short, you’re also allowing questions that you may not have addressed in your initial pitch.

5. Don’t overschedule. Pick key workshops you’d like to participate in and speakers that are relevant to your reason for attending. You don’t want to take up a space that someone else could fill when you aren’t truly invested.

6. Say hello to the table. If you’re attending a sit-down lunch or dinner, it’s likely that you’ll end up at a table of strangers. Take initiative and introduce yourself—others will follow your lead, and it will likely to lead to conversation throughout the banquet.

7. Keep your phone on silent. There will always be somebody in the room who has forgotten to silence their electronics. Don’t let that person be you. If you must take a call, leave the room so as to not interrupt the session. Even sending a quick text can be a distraction to other attendees, so if you expect to look at your phone, sit in the back. If you plan on checking throughout the day, leave your phone on vibrate at the very least, and try to limit checking to in between presentations and workshops.

8. Don’t post too much to social media. It’s fine to let your followers know that you’re attending a convention, especially if it’s well-known. But don’t let your online presence take away from your in-real-life experience. Again: it’s fine to have your phone and check it throughout the day, but don’t let it become all-encompassing when you’re meant to be present.

9. Stay positive. It’s easy to make a negative comment when trying to bond with another attendee, be it about the long lines or loud music. But complaining can leave a bad taste in another attendee’s mouth. So, don’t spread the negativity. This is especially important for smaller events—you may burn a potential bridge you didn’t know was there.

10. Be timely in making connections after the event. Don’t lose others’ business cards or neglect to send thank you emails to anyone you may consider working with in the future. Following a large event, you can wait a few days before sending an email to ensure your message is not buried in their inbox.

Bank Street Events, Stamford

A new Harvard Business Review study shows an overwhelming majority of companies (90 percent) prioritize staging events for customers and potential customers because for more than half of them, event marketing is the most valuable marketing channel they have.

The survey of 700 senior executives, titled “The Event Marketing Evolution: An Era of Data, Technology, and Revenue Impact,” found that the fastest-growing companies are increasing event activity the most,  with one-day conferences as the most popular format. Sponsored events were almost as popular with industry trade shows as the preferred way to partner.

Impact Measured

The authors warned that even as companies embrace event marketing, they may be missing out on the competitive advantage it affords because they aren’t embracing the potential of event technology to measure and track effectiveness. Only around one in four (23 percent) surveyed said they could accurately calculate ROI—including cost-per-opportunity and customer-acquired—for events. “Their enthusiasm is largely intuitive, based more on anecdotal evidence than on hard data,” the executive summary states. While many are tracking attendance, media mentions and sales leads, most are not connecting that data back to revenues and profits.

That is not to say that companies are not planning to take the next step to mine event data riches. Of those who had not already invested in tracking technology, roughly one in five (18 percent) said they planned to do so in the next year or so. Based on feedback from those already paying for tech tracking, the spend could be anywhere from $20,000 to $500,000. Two-thirds of tech adopters said they paid less than $100,000.

Next Steps

The authors suggested the following event-marketing best practices to take advantage of insights that could result in more effective—and profitable—meetings.

  • Integrate event technology into the company’s existing information systems.
  • Measure bottom-of-the-funnel sales metrics.
  • Align events programs based on impact on revenue.
  • Use event data to personalize messaging.
  • Position different types of events at different stages of the sales funnel.
  • Opt for hosted events, which can be better controlled.
  • Engage personally with attendees at sponsored events.

The study was sponsored by the event marketing platform Splash.

Jeff Bezos of Amazon banned the PowerPoint. It’s a bold move, especially when it is the standard. But going through photos, graphs and data can be, well…boring. Meetings are difficult enough, let alone meetings that revolve around clicking slide after slide. Consider pulling a Bezos, or at the least, incorporating something unique to keep morale and spirits high.

1. Start with a stretch.

It’s an unusual start, but it forces employees to stand up and get moving. This is an ideal technique for mornings because it helps wake your employees up, rather than giving them another chance to doze off.

2. Send out a memo in advance.

This is what Bezos does, and, apparently, it’s effective. Instead of presenting information at a meeting and then waiting for employees to digest the information, send them the info (not in the format of a PowerPoint!) a day in advance for morning meetings, or start of the day for later meetings. This allows them to take notes, formulate questions and come prepared and ready to discuss.

3. Watch a TED talk.

Find an inspiring talk and use it as a chance to uplift your workers. These are best for morning meetings, as they’re a good way to energize and remind them of why what they do is important.

4. Read gratitude notes.

If you have a weekly meeting, post a bulletin board where employees can thank and congratulate each other. Collect names, then put them in a raffle for a prize. Employees will feel cherished. The anticipation of winning a prize is invigorating and everyone will walk away feeling appreciated.

5. Skip the meeting all together.

It can be a risky move, but sometimes it’s the right answer. If you find yourself constantly scheduling meetings that don’t feel necessary or motivating for you or employees, consider removing these meetings and saving them for emails. Of course, don’t stop scheduling meetings that contain crucial information. But take a second to decide if what you need to say needs a calendar invitation.