It’s still summer, and we have a few more weeks to soak up the sun and the outdoors before the weather cools down. But summer adventures aren’t without some risks, from damage and injuries caused by the sun and heat to water-related and environmental accidents.
Whether you’re spending the summer months at the pool, tackling yard work, or traveling to new destinations for a beach vacation or hiking, knowing how to stay safe is vital for all ages. Here are our top safety tips for keeping everyone in your family healthy and happy this summer.
Remember these summer safety tips.
1. Be prepared for anything by checking the weather before you head outside.
The weather can be unpredictable, but thanks to our smartphones, we can access weather predictions anytime, anywhere, even for impromptu trips. It’s important to adequately prepare for the weather and your surroundings, especially if you are traveling or far from home. (And, keep that cell phone nearby in case of an emergency!) When you know the approximate temperature, you can plan to dress accordingly. Knowing what the weather will be like can also help you determine what to bring to help keep you safe, protected from the sun, and hydrated.
It’s also good to stay on top of something called the UV index, which indicates how much ultraviolet (UV) radiation is expected from the sun. The higher the UV index, the more at risk you are of overexposure and sun damage. This is important to know because the UV index can be surprisingly high on cloudy days when the sun is out of view. If the UV index is over three, you should take additional precautions to protect your skin from the sun, like wearing sunscreen and sun-protective clothing, hats, and sunglasses.
2. Lather on sunscreen anytime you’re outdoors.
Unprotected skin can quickly burn in the sun, which can cause immediate and long-term damage. Sunburn is a common summer injury, but early and frequent exposure to the sun can also lead to skin cancer, including melanoma, which can be deadly. Wearing sunscreen is one of the best summer safety tips to ensure you stay healthy now and in the future.
The American Academy of Dermatology recommends that people of all ages use sunscreen that:
Offers broad spectrum protection, protecting against both UVA and UVB rays
Is water- and sweat-resistant
SPF 30 or higher
For the best protection, you should apply a shot-glass-sized amount of sunscreen 30 minutes before going outside, and reapply every two hours or sooner, if you are sweating or swimming. This recommendation applies to people of all skin tones and ages, as anyone is susceptible to sun damage. Even if you don’t burn easily, the sun can cause other skin damage, including wrinkles, photoaging, and sun spots.
Choosing a sunscreen for babies and kids.
When choosing a sunscreen for kids, consider selecting one that is a physical or mineral sun blocker. These use zinc oxide or titanium dioxide rather than chemicals and are less likely to cause a reaction.
If you have a newborn or infant, you may have noticed that the back of the bottle recommends asking a doctor before applying sunscreen to babies under six months of age. That’s because babies especially should be kept out of the sun, as early overexposure significantly increases the risk of skin cancer later in life. However, it’s a myth that you can’t apply sunscreen to your little ones. Try to keep them in the shade and/or covered with clothing and hats, but definitely apply sunscreen to any areas of exposed skin, like the face, if you are out walking or otherwise can’t avoid the sun.
3. Wear the right clothing and accessories.
Where you’re going should affect what you choose to wear. What you’d wear to the beach should be different than what you’d wear on a summer hike on a hot day. In either case, you may want to wear more than you think you’d need. Many people wear less clothing in the summer sun, but it’s a good idea to opt for more skin coverage when possible. Many articles of clothing now have a UPF rating, which indicates they provide additional skin protection from the sun. Light-colored and lightweight clothes can also help reflect the sun, keeping you cool and safe.
You should also wear a hat that has a UPF rating and is wide-brimmed, protecting the face and neck. In addition, sunglasses offer important eye protection from the sun. We often think about sunglasses as a fashion accessory but they’re actually very important for minimizing long-term vision problems. We recommend choosing shades that provide 99-100% UVA and UVB protection.
4. Pack a refillable water bottle and first aid kit.
Staying hydrated is extremely important, especially with increased outdoor activity over the summer. Drink plenty of fluids, regardless of how active you are, especially in dryer climates or higher altitudes. Don’t wait till you are thirsty to drink, as that’s a sign you’re already low on fluids. In addition, avoid surgery or alcoholic drinks which can actually cause you to lose more body fluid. Don’t forget to keep your pets hydrated too, giving them plenty of fresh water and shade.
It’s also a good idea to pack a personal first aid kit to help tend to common summer injuries. You can buy a pre-assembled first aid kit online or build your own with:
Soft gauze, tape, and antibiotic ointment for minor cuts and scrapes
Sunscreen for frequent application in the sun
Bug spray to ward off mosquitoes and bug bites
Aloe vera to soothe sunburns
Hydrocortisone cream to ease itchiness and irritation from insect bites or poison ivy
5. Be vigilant about water safety.
It’s not just the pool and open water at the beach that can cause drowning. The majority of drownings for kids between one and four actually happen during non-swimming times, like at a backyard barbecue where someone has a fountain, pond, or baby pool. For that reason, it’s important to always be aware of your surroundings, and if you have a child that is not a strong swimmer, always practice “touch supervision.” In other words, stay within arms-length of your toddler or young child anytime you are in or near water. If you are with a group of people, you can also assign an adult (who isn’t drinking alcohol) to be the designated “water watcher.”
The best thing you can do to protect your child from the dangers of water is by getting them swim lessons, if they’re over the age of one. If your young child cannot swim or is not yet a proficient swimmer, definitely consider a well-fitting life jacket that is coast-guard approved anytime you are around water, whether you’re boating or at the beach or pool. A foam noodle or pool-floatie should not be a replacement for a life vest.
6. Know the risks and signs of heat exhaustion.
Heat-related illnesses, like heat exhaustion or heat stroke, occur when the body can’t properly cool itself. During extreme heat, a person’s body temperature can rise faster than the body can cool it down, leading to damage to the brain and other vital organs. Older adults, young children, and people with chronic diseases are at the highest risk of heat exhaustion, although it can also happen to young, healthy people who are participating in strenuous activity in the heat.
Warning signs can vary but may include feelings of:
Dizziness
Muscle cramping
Weakness
Fatigue
Confusion
Heart palpitations
Nausea
If you notice any of those and generally feel unwell, go indoors immediately. Rest in a shady or air-conditioned place, drink water, and blot your skin with cool water to help lower your body temperature.
7. Never leave your pets or children unattended in a car.
It only takes about two minutes for cars to heat up to lethal levels, so it is critical that you never leave a young child or animal alone in your vehicle at any time. We’re all capable of making mistakes or forgetting where we’re going or why, but there are a few things you can do to remind yourself that you bring everyone with you. If you have children in car seats, one thing you can do is put something you need, like your purse, wallet, phone, or shoes, in the backseat next to your child. This will help you remember to check the backseat and bring your children with you. It may sound silly but if there’s a family emergency or a change in routine, it could help save a life.
Finally, sun and heat-related illnesses and injuries are especially common when families are traveling in new, unfamiliar environments. So it’s always a good idea to know your limits, use common sense, and be aware of your surroundings, wherever you are. Don’t wait until you have an emergency to prepare—know your emergency plan ahead of time, stay cool, and stay safe!
There are a lot of advantages to working from home, not the least of which is a 30-second commute. And while many people think working from home means you can work on the couch, in the backyard, or even from your bed, in the end, you may find that you’re most productive at home when you work at a “proper” workstation. You know, the kind with a desk and a chair.
Setting up your home office means you’ve got a lot of choice and freedom. Want a purple and orange chair? Go for it! Want striped walls? Be our guest! But, no matter how you decorate, furnish, or set up your home office, we’ve got some tips that will help you create a space that contributes to your work-from-home success.
1. Find the Best Location
For some people, choosing a spot for their home office is easy. They’ve got an empty room that they use as dedicated office space. It can be an actual “office,” but many people use an empty bedroom or even the basement. However, not everyone has that kind of free space in their home. When space is tight, you have to think creatively about your “office space.”
You can always use part of the kitchen table as your office space—if you don’t mind packing up your office before every meal. But resetting your office after every meal may not appeal to you. In that case, you may have to think about using what space you do have creatively. Check out unused corners in larger rooms, large (but empty) closets, or even under the stairs! There are plenty of spaces that can convert to an office with a little bit of creativity.
2. Add Privacy
If you’re fortunate enough to have a dedicated room for your office, that room probably has walls that go all the way from the floor to the ceiling and solid doors that close. That makes privacy—and quiet—easy to come by. But when your office is in, say, the corner of your bedroom, you might find it hard to separate work from home.
Consider adding a privacy divider to your home office setup. You can get traditional dividers that sit on the floor. Or you could hang a curtain from the ceiling or on a rod. Curtains are a lightweight and generally inexpensive method of “closing the door” to your office. And, with a curtain, you can choose something subtle that blends in with the rest of the decor. Or choose something wild and crazy to give your “door” some pizazz.
3. Consider Who Else Uses the Space
As you’re setting up your home office, consider who else will use it and pick the space and furniture accordingly. Will the kids also use the office for homework, and will your partner work from home, too? Consider a partner desk setup where two people can work at the same desk at the same time.
Are clients dropping by? While you could meet with them in the living room, that may not always be the best choice. Make sure you add seating and table space for clients, too.
4. Invest in Yourself
Investing in a home office setup is, in many ways, an investment in yourself. You want to create a professional environment where you will be productive and also comfortable. But, like a lot of investments, you get what you pay for. And while it may be tempting to buy the “bargain” office furniture, don’t forget about what that bargain price gets you.
“If you’re working in your home office 40 hours a week… make sure you consider quality,” advises Peggy Brown from Bush Business Furniture. “The cheapest desk won’t save you any money in the long run if you have to replace it in a year or two.”
5. Prioritize Comfort
It can be tempting to just grab a chair from the dining area when you’re working from home. But sitting at a desk for long hours without proper support for your back is a fast track to posture problems. Ergonomic office chairs offer the correct support when you’re sitting for long hours. Just like the rest of your home office furniture, investing in a supportive chair is an investment in yourself.
Brown advises home office workers to look for the following features in an ergonomic chair:
Height adjustable
360-degree swivel base
Adjustable backrest and armrest
Adjustable seat depth
Built-in lumbar support
6. Support Your Neck and Eyes
Don’t forget to help out your neck and eyes, too. Make sure you’ve got your monitor in the “perfect” spot. That spot is different for every person, so you’ll have to experiment with placement. Follow some of these tips to help you get it right:
Your spine should always stay in a neutral position.
The top of the screen should be at or slightly below eye level.
Place the monitor at least 20 inches from your eyes, farther away if you’ve got a large monitor.
Your eyes should look slightly down when looking at the middle of the screen to help keep your neck in proper alignment. Tilt the monitor back 10 to 20 degrees to ensure you’re looking down on the screen at an angle. If you wear bifocals, tip the screen back to between 30 and 45 degrees to ensure you’re not tilting your head back to focus.
Most monitors are adjustable. But, sometimes that’s not enough, so you may need to invest in a screen riser to get the right adjustment. Or, in a pinch, some books or an old box can also do the trick.
7. Get the Right Desk
Working at home means spending a lot of time at your desk. So, you want to invest in a desk that fits your budget, your workflow, and your space. And, you want a desk that contributes to your productivity by helping you stay comfortable all day.
Dave Hulst from Bush Business Furniture points out that “sitting all day and standing all day can cause both aches and pains or even long-term health issues.” While they can take some getting used to, consider getting a standing desk instead of a traditional “fixed” desk. “With an ergonomic height adjustable desk, you can sit when you feel like it and stretch your legs when you need to by bringing your desk to standing height with a push of a button.”
Beyond eliminating aches and pains, standing desks may be better for you. Let’s face it. Modern life is pretty sedentary. Working at a desk all day (while maybe snacking, too) doesn’t do much for your health. There is some evidence that standing desks are better for you. One study found that standing six hours a day instead of sitting at a desk for the same period resulted in a loss of 5.5 pounds of body fat a year. While it’s not the same as an hour at the gym, a standing desk may improve your long-term health.
8. Stash It Away
When you think about the supplies you need for remote work, we often picture a laptop…and not much else. But, depending on your particular job, you’ll likely have at least some papers, pens, and other office supplies floating around. And yes, even some paper files to maintain.
Dedicated storage options aren’t just good for the rest of your household items. They can also be used in your home office to house files, papers, stationery, and more. It doesn’t have to be large filing cabinets or huge desks and drawers. A simple cubby system with small bins could work. So could plastic storage tubs if you need to pack up your office at the end of the day. Even if you just clear a small area in an existing shelving unit and dedicate it to work items, you’ll immediately feel more organized.
9. Protect Sensitive or Important Documents
Shelves and cubbies aren’t the right solutions for all of your storage needs, though. Sometimes there are sensitive documents that you can’t leave lying around the office—especially if it’s in a shared space. Brown advises people to “invest in lockable file and storage cabinets,” when there are things you just don’t want to risk losing.
Fortunately, locking cabinets doesn’t mean “ugly neutral colored metal.” There are plenty of secure, locking cabinets and drawers that look beautiful and stylish.
10. Think Up and Down
Yes. There are some downsides to a home office. One of the problems is that home offices tend to be tiny, even when your office is a dedicated room. When you’re setting up your home office, don’t just think side-to-side. Think vertically, too, to maximize your storage options. A hutch, tall bookcases, or even floating shelves can give you more storage without taking up precious floor space.
11. Tame the Wires
Sure, Wi-Fi is everywhere, but that doesn’t mean you won’t have a lot of cords in your office. Even your mobile devices have to plug in to recharge sometimes. Your home office is the one place you can count on cords, cords, and more cords.
Invest in some kind of cord management system. This can be as simple as a twist tie, or something a little more elegant, but make sure that whatever you get, you use it. Also, when your office is in a dedicated but public spot, think about where the outlets are when you’re setting up shop. You may not have a lot of options and find you have to run power strips and extension cords across the floor. When that’s the case, make sure you find a way to do it safely (like with cord covers).
Also, while you’re setting up the cords, think about the Wi-Fi, too. There may be days you want to work from home but not in the office. If you think you’ll work on the couch or even outside some days, test your router to make sure the connection doesn’t just reach, but it’s also strong. You may need to invest in a Wi-Fi extender or even Wi-Fi mesh system to make sure you can work on the patio and stay connected.
12. Light It Up
Lighting is often overlooked when setting up a home office. Most work is done on computers, and since monitors (and even keyboards) light up, what’s the big deal?
Plenty. While poor lighting in your office won’t cause blindness, it will cause you to strain your eyes. Over time, that eye strain can cause headaches, making you a less productive employee.
Set up your home office where you get as much natural light as possible. It can help you feel good and may even boost your productivity. If nothing else, using natural light to light up your office is better for the environment.
When natural light isn’t possible, or you just need more light, invest in the right kinds of lamps. While you may think overhead lighting is the way to go, they can create a glare on your screen or desk, making it hard for you to see. That said, sometimes a task lamp helps you shine a light right where you need it. Look for a task lamp with a solid shade that can point the light directly at your desk for when you need it.
Indirect light, though, may be your better lighting choice. Indirect lights have lamp shades or diffusers that soften the light, creating less glare and making it easier on your eyes. Just make sure the light isn’t too diffused; otherwise, you may not be able to see what you’re doing.
Setting Up The Perfect Home Office
A home office can be anything—and anywhere—you want. In a cozy corner or spread out across the basement, the options are only limited by your space and your imagination.
Sammi Caramela, Business Operations Insider and Senior Writer Updated November 20, 2023
Working from home is a prized employee perk; it can reduce the expenses and hassles of commuting and help employees achieve a better work-life balance. However, along with remote work’s freedom and flexibility comes the risk of cybersecurity issues occurring outside a protected corporate network. Even if a company provides virtual private network (VPN) access, a remote worker’s computer (and the data it stores) could still be at risk.
We’ll share essential tips and best practices to make working from home as safe as possible for your remote workforce and business.
Security risks of remote work
For those accustomed to office work, remote cybersecurity worries can be jarring. However, home networks tend to have far fewer security controls than a work computer within a protected corporate network. While many cyber dangers loom, the following three threats are the most significant when you’re managing a remote workforce.
Email scams
Business email compromise scams are particularly effective when home offices have lax cybersecurity controls. These scams trick unsuspecting targets into revealing sensitive information or otherwise assisting in a cyberattack.
For example, many scammers use phishing emails to steal sensitive information. Phishers take advantage of any newsworthy lure — like humanitarian disasters, elections, or even celebrity gossip — to encourage their victims to click a malicious link or attachment.
Spear phishers are another threat. These cybercriminals pretend to be someone else, like a trusted company CEO or manager, to get an employee to unwittingly perform an action, such as transferring money or sharing sensitive information.
Remote workers are easy email-scam targets because they’re not in the office. Hackers are banking on the chance that these employees are less likely to verify the legitimacy of dubious email messages.
Unsecured Wi-Fi
Many remote employees use their private home network, which increases the risk of leaked data. Third parties might be able to intercept and access sensitive emails, passwords and messages. There is also the risk that others who live at the employee’s home and use the same internet connection may see valuable company data.
Did You Know?
Using unsecured Wi-Fi networks also increases the likelihood of hackers targeting accounts such as Facebook, Spotify, Gmail and Amazon. These compromised accounts can be used for various nefarious purposes.
Personal computers
The line between work and personal devices is often blurred for remote workers. According to Proofpoint’s 2023 State of the Phish Report, 78 percent of respondents use work devices for personal activities and 72 percent use personal devices for work activities.
These practices have distinct risks. If an employee obtains sensitive data and stores it on a personal device, their company is at risk, especially if the employee leaves the organization. And when remote workers use personal devices and neglect to download the latest software updates, they become more vulnerable to cyberattacks.
Additionally, home networks can include other family members’ devices, leading to more attack vectors for cybercriminals. “Home-based workers must be diligent about what types of systems are on their home network that might also provide additional attack vectors,” said Andrew Hay, chief revenue officer at Lares. “I once spoke with an NCIS [Naval Criminal Investigative Service] agent who conducted an investigation where a naval officer’s laptop was compromised by way of infiltrating his daughter’s laptop.”
Tip
According to Verizon’s 2023 Data Breach Investigations Report, most data breaches occur when cybercriminals use stolen credentials to log in to accounts or successfully trick targets with phishing emails.
Tips for creating a secure home office
Remote workers must take on some of the duties of a dedicated IT or security team to ensure they keep their data and organization safe.
“Making sure that sensitive documents and files remain confidential is definitely an issue remote employees need to tackle right from the outset,” said Brian Stark, vice president of merchandising and marketing at The Darr Group, a supply chain solution company. “Of course, ensuring that there is a secure connection to the server is extremely important, but this is ultimately placed in the hands of the homeowner.”
Consider the following remote work cybersecurity tips and best practices.
1. Implement multifactor authentication on remote work devices.
Do your work-related accounts require multifactor authentication (MFA)? MFA restricts access to an account until an employee provides their standard login credentials and another form of identification, such as a one-time password provided through a text message or an authenticator app.
MFA greatly reduces the potential damage of phishing attacks. Even if attackers manage to steal your password, they’ll have a much harder time stealing your MFA token and accessing the targeted account.
2. Use strong, unique passwords for all accounts.
If a hacker tries to access sensitive accounts, you want to make it as difficult as possible for them to log in. Using a password manager is an excellent precaution; these applications ensure that you use unique, strong passwords that include special characters, numbers, upper and lowercase letters, and more.
Did You Know?
Password managers help prevent network security threats by storing and managing all online credentials, like usernames and passwords.
3. Use data encryption to protect sensitive information.
Data encryption helps protect sensitive information by translating it into incomprehensible data unless it is unencrypted with a secret key. Even if scammers intercept your data, they won’t be able to interpret it correctly. This goes for any messages or information you send, receive or store on your devices.
4. Invest in antivirus software to protect your network.
Employers often provide remote workers with robust antivirus software and other measures to protect company-issued devices. However, if you use a personal laptop for work, you must ensure the system is protected.
“Since many internet providers [offer] free antivirus software, we recommend that our employees use them on their personal laptops,” said Venu Gooty, senior vice president of digital strategy and transformation at business management consultancy HGS Digital.
5. Don’t allow family members to use your work devices.
Gavin Silver, co-founder and chief technology officer of media gaming company Allstar, emphasized the importance of using work computers for work only. Your work device is not the family computer.
Hay agreed, noting that it’s crucial not to blur the lines between work and home. “Treat your work-issued laptop, mobile device and sensitive data as if you were sitting in a physical office location,” Hay advised. “This will help you continuously associate your actions with a security-first and data-aware mentality in mind. For example, in a physical office location, your child [couldn’t] use your work-issued mobile device for games or movies.”
6. Keep your physical workspace secure.
While virtual security is crucial, it’s equally essential to ensure your home office is physically secure.
“Home offices often contain expensive equipment or even physical files or documents that contain sensitive information, so it’s imperative to explore security options,” Stark said. “While it’s not possible for all home offices to have a scan-to-enter system or a security guard, it’s important to add whatever elements of traditional physical security you can.”
Tip
Investigate security equipment, like video surveillance systems, for your home office, particularly if you handle extremely sensitive company data.
7. Follow company policies diligently.
Your company likely has clear policies for accessing its corporate network outside the office. Those guidelines and rules should always be followed. However, compliance is essential when you’re working remotely.
“Report any suspicious behavior to IT immediately, and follow basic ‘computer hygiene’ standards, such as up-to-date operating systems, antivirus/malware and regular scanning,” Silver recommended.
8. Use a centralized, company-approved data storage solution.
Adhering to company policies also includes using only designated solutions, particularly for data storage and backup. It’s crucial to store all work data in a secure, approved location that your IT team can access. Cloud-based storage platforms are a particularly secure option that many businesses prefer.
“Ensuring that sensitive data is stored and protected centrally is always a good course of action,” Hay said. “This allows central management and control of all aspects of the data, such as ownership, access, availability, security, etc., with a reduced chance of duplicate copies residing in places beyond the reach of the organization, such as on a personal laptop, mobile device or cloud environment.”
Key Takeaway
To protect your remote workers from a cyberattack, properly train all employees, ensure your third-party software is safe and implement a VPN where possible.
Security best practices for employers
Business owners should take the following precautions to limit security risks while employees work from home:
Establish network password rules. Require employees to use a non-stored password to connect to the corporate network, especially for VPN access.
Enforce session timeouts. Enforce reasonable session timeouts for sensitive programs or apps. Although a user shouldn’t have to reconnect after walking to the kitchen to pour a cup of coffee, you must guard against the chance that employees forget to log out when they finish their workday.
Monitor and control access. Limit program and file access to the areas an employee needs to perform their job. Additionally, reserve the right to terminate employee access to any resource at any moment.
Provide secure file storage. Provide services for remote file storage and other tasks; don’t rely on individuals to use their personal programs and accounts to store your company’s data. “Users will always take the easiest method when it comes to technology, and you can’t always enforce what software people use when they are remote, so it is better to give them the best software in the first place,” Silver said.
Outline clear policies for remote cybersecurity. Employers should clearly outline policies, procedures and guidelines for workers who use company resources outside the office. “This includes, but is not limited to, access to corporate data, acceptable use of websites, approved applications, etc.,” Hay explained. “The best thing an employee can do is ensure that they adhere to the guidance.”
Becoming security conscious at home
At first glance, handling cybersecurity for your home office can feel overwhelming. While no shortcuts exist when you’re creating a safe home office, understanding cybersecurity basics and working with your in-office IT team can smooth the process.
For more tips on keeping company or client data safe when working from home, check out our guide on improving your cybersecurity in an hour, which explains how to conduct a security audit and access essential cybersecurity training.
Jeremy Bender and Nicole Fallon contributed to this article. Source interviews were conducted for a previous version of this article.
What You Can Do to Improve the Indoor Air in Your Office:
Do not block air vents or grilles.
Comply with the office and building smoking policy.
Water and maintain office plants properly.
Dispose of garbage promptly and properly.
Store food properly.
Avoid bringing products into the building that could release harmful or bothersome odors or contaminants.
Notify your building or facility manager immediately if you suspect an indoor air quality problem.
If You Manage an Office:
Maintain a good working relationship with building management on indoor environmental issues.
Place office furniture and equipment with air circulation, temperature control, and pollutant removal functions of the heating, ventilating and air conditioning (HVAC) system in mind.
Coordinate with building management in instances when responsibility for design, operation and maintenance of the ventilation system is shared.
Establish an effective smoking policy that protects nonsmokers from involuntary exposure to secondhand smoke.
Avoid procedures and products that can cause indoor air quality problems.
Integrate indoor air quality concerns into your purchasing decisions.
Work with the building manager to ensure use of only necessary and appropriate pest control practices, and nonchemical methods where possible.
Work with building management and the contractor before you remodel or renovate to identify ways of keeping building occupant exposure to pollutants to a minimum and to ensure that the air distribution system is not disrupted.
Encourage building management to develop a preventive indoor air quality management program following guidance issued by EPA and the National Institute for Occupational Safety and Health (NIOSH).
Why is Indoor Air Quality Important?
Indoor air quality is a major concern to businesses, building managers, tenants and employees because it can impact the health, comfort, well being and productivity of building occupants.
Most Americans spend up to 90% of their time indoors and many spend most of their working hours in an office environment. Studies conducted by the U.S. Environmental Protection Agency (EPA) and others show that indoor environments sometimes can have levels of pollutants that are actually higher than levels found outside.
Pollutants in our indoor environment can increase the risk of illness. Several studies by EPA, states, and independent scientific panels have consistently ranked indoor air pollution as an important environmental health problem. While most buildings do not have severe indoor air quality problems, even well-run buildings can sometimes experience episodes of poor indoor air quality.
A 1989 EPA Report to Congress concluded that improved indoor air quality can result in higher productivity and fewer lost work days. EPA estimates that poor indoor air may cost the nation tens of billions of dollars each year in lost productivity and medical care.
Factors that Contribute to Indoor Air Quality
Indoor air quality is not a simple, easily defined concept like a desk or a leaky faucet. It is a constantly changing interaction of complex factors that affect the types, levels and importance of pollutants in indoor environments. These factors include: sources of pollutants or odors; design, maintenance and operation of building ventilation systems; moisture and humidity; and occupant perceptions and susceptibilities. In addition, there are many other factors that affect comfort or perception of indoor air quality.
Controlling indoor air quality involves integrating three main strategies. First, manage the sources of pollutants either by removing them from the building or isolating them from people through physical barriers, air pressure relationships, or by controlling the timing of their use. Second, dilute pollutants and remove them from the building through ventilation. Third, use filtration to clean the air of pollutants.
Management of Pollutant Sources, both Inside and Outside the Building
Pollutants can be generated by outdoor or indoor sources, including building maintenance activities, pest control, housekeeping, renovation or remodeling, new furnishings or finishes, and building occupant activities.
One important goal of an indoor air quality program is to minimize people’s exposure to pollutants from these sources. Some of the key pollutant categories include:
Biological contaminants. Excessive concentrations of bacteria, viruses, fungi (including molds), dust mite allergen, animal dander and pollen may result from inadequate maintenance and housekeeping, water spills, inadequate humidity control, condensation, or may be brought into the building by occupants, infiltration, or ventilation air. Allergic responses to indoor biological pollutant exposures cause symptoms in allergic individuals and also play a key role in triggering asthma episodes for an estimated 15 million Americans.
Chemical pollutants. Sources of chemical pollutants include tobacco smoke, emissions from products used in the building (e.g., office equipment; furniture, wall and floor coverings; and cleaning and consumer products) accidental spill of chemicals, and gases such as carbon monoxide and nitrogen dioxide, which are products of combustion.
Particles. Particles are solid or liquid substances which are light enough to be suspended in the air, the largest of which may be visible in sunbeams streaming into a room. However, smaller particles that you cannot see are likely to be more harmful to health. Particles of dust, dirt, or other substances may be drawn into the building from outside and can also be produced by activities that occur in buildings, like sanding wood or drywall, printing, copying, operating equipment and smoking.
Type of Pollutant
Many different factors influence how indoor air pollutants impact occupants. Some pollutants, like radon, are of concern because exposure to high levels of the pollutant over long periods of time increases risk of serious, life threatening illnesses, such as lung cancer. Other contaminants, such as carbon monoxide at very high levels, can cause death within minutes. Some pollutants can cause both short and long term health problems. Prolonged exposure to environmental tobacco smoke can cause lung cancer, and short term exposures can result in irritation and significant respiratory problems for some people, particularly young children.
People can react very differently when exposed to the same contaminants at similar concentrations. For example, some people can develop severe allergic reactions to biological contaminants to which other people will not react. Similarly, exposure to very low levels of chemicals may be irritating to some people but not others. For people with asthma and other pre-existing conditions, exposure to irritants like environmental tobacco smoke or gases or particles from various indoor sources may cause more severe reactions than the same exposure would in others.
Moisture and Humidity
It is important to control moisture and relative humidity in occupied spaces. The presence of moisture and dirt can cause molds and other biological contaminants to thrive. Relative humidity levels that are too high can contribute to the growth and spread of unhealthy biological pollutants, as can failure to dry water-damaged materials promptly (usually within 24 hours) or to properly maintain equipment with water reservoirs or drain pans (e.g., humidifiers, refrigerators and ventilation equipment). Humidity levels that are too low, however, may contribute to irritated mucous membranes, dry eyes and sinus discomfort.
Design, Maintenance and Operation of Building Ventilation Systems
Maintaining good indoor air quality requires attention to the building’s heating, ventilation and air conditioning (HVAC) system; the design and layout of the space; and pollutant source management. HVAC systems include all of the equipment used to ventilate, heat and cool the building; to move the air around the building (ductwork); and to filter and clean the air. These systems can have a significant impact on how pollutants are distributed and removed. HVAC systems can even act as sources of pollutants in some cases, such as when ventilation air filters become contaminated with dirt and/or moisture and when microbial growth results from stagnant water in drip pans or from uncontrolled moisture inside of air ducts. Because of the HVAC system’s importance, good indoor air quality management includes attention to:
Ventilation system design. The air delivery capacity of an HVAC system is based in part on the projected number of people and amount of equipment in a building. When areas in a building are used differently than their original purpose, the HVAC system may require modification to accommodate these changes. For example, if a storage area is converted into space occupied by people, the HVAC system may require alteration to deliver enough conditioned air to the space.
Outside air supply. Adequate supply of outside air, typically delivered through the HVAC system, is necessary in any office environment to dilute pollutants that are released by equipment, building materials, furnishings, products and people. Distribution of ventilation air to occupied spaces is essential for comfort.
Outdoor air quality. When present, outdoor air pollutants such as carbon monoxide, pollen and dust may affect indoor conditions when outside air is taken into the building’s ventilation system. Properly installed and maintained filters can trap many of the particles in this outdoor supply air. Controlling gaseous or chemical pollutants may require more specialized filtration equipment.
Space planning. The use and placement of furniture and equipment may affect the delivery of air to an occupied space. For instance, the placement of heat generating equipment, like a computer, directly under an HVAC control device such as a thermostat may cause the HVAC system to deliver too much cool air, because the thermostat senses that the area is too warm. Furniture or partitions that block supply or return air registers can affect IAQ as well, and need to be positioned with attention to air flow.
Equipment maintenance. Diligent maintenance of HVAC equipment is essential for the adequate delivery and quality of building air. All well-run buildings have preventive maintenance programs that help ensure the proper functioning of HVAC systems.
Controlling other pollutant pathways. Pollutants can spread throughout a building by moving through stairwells, elevator shafts, wall spaces and utility chases. Special ventilation or other control measures may be needed for some sources.
Factors that Affect Occupant Comfort and Productivity
Besides the factors that directly impact the levels of pollutants to which people are exposed, a number of environmental and personal factors can affect how people perceive air quality. Some of these factors affect both the levels of pollutants and perceptions of air quality.
Odors
Temperature – too hot or cold
Air velocity and movement – too drafty or stuffy
Heat or glare from sunlight
Glare from ceiling lights, especially on monitor screens
Furniture crowding
Stress in the workplace or home
Feelings about physical aspects of the workplace: location, work environment, availability of natural light and the aesthetics of office design, such as color and style.
Work space ergonomics, including height and location of computer, and adjustability of keyboards and desk chairs
Noise and vibration levels
Selection, location and use of office equipment
Ask your supervisor or office manager who to talk with if you have a concern about any of these factors.
Indoor Air Quality is a Shared Responsibility
Some of the factors that contribute to poor indoor air quality may originate from inadequate HVAC design. Some may be solely in the control of the building management, such as maintenance of the HVAC system and the amount of outside air being mechanically brought into the building. Others are largely in the control of building tenants and occupants, such as materials used in renovations and products and furnishings brought into or used in the building by occupants. Some, like cleanliness and general housekeeping of the building, require the cooperation of both the building management as well as all of the individuals who work in the building. For these reasons, indoor air quality is a shared responsibility.
Good indoor air quality management practices can make a big difference. However, some factors, like reactions to indoor air contaminants among highly susceptible individuals, or the quality of the outside air, may not be within anyone’s immediate control. It is also important to remember that any building, no matter how well operated, may experience periods of unacceptable indoor air quality due to equipment breakdown, inadequate maintenance, or in some cases, the actions of building occupants.
It is also important to keep in mind that many perceived indoor air quality problems are often comfort problems, such as temperature, humidity, or air movement in the space being too low or too high. In addition, many symptoms, such as headaches, can have causes that are not related to factors in the building.
The Good News…
Even though the factors that affect the quality of the indoor environment are numerous, the good news is that most indoor environmental problems can be prevented or corrected easily and inexpensively through the application of common sense and vigilance on the part of everyone in the building. Success depends on cooperative actions taken by building management and occupants to improve and maintain indoor air quality. By becoming knowledgeable about indoor air quality, tenants and occupants are in a good position to help building managers maintain a comfortable and healthy building environment. Work with management any time you:
Identify or suspect an indoor air problem
Need cleaning and maintenance service
Plan to install new office equipment
Plan for renovations and/or remodeling with a professional interior designer and/or an architect
Experience leaks, spills, or accidents
Things Everyone in the Building Can Do
All of the occupants of a building can have a great influence on indoor air quality. Everyday activities like heating food in a microwave and using the photocopier can generate odors and pollutants. By being aware of indoor air issues, occupants can help prevent problems. Here are some things you can do:
Do not block air vents or grilles. Keep supply vents or return air grilles unblocked, so you won’t unbalance the HVAC system or affect the ventilation of a neighboring office. Furniture, boxes or other materials near supply vents or return air grilles may also affect air flow. Follow your office’s procedures to notify building management if your space is too hot, too cold, stuffy or drafty.
Comply with the office and building smoking policy. Smoke in designated areas only.
Clean up all water spills promptly, water and maintain office plants properly and report water leaks right away. Water creates a hospitable environment for the growth of micro-organisms such as molds or fungi. Some of these microbes, if they become airborne, can cause health problems.
Dispose of garbage promptly and properly. Dispose of garbage in appropriate containers that are emptied daily to prevent odors and biological contamination.
Store food properly. Food attracts pests. Some foods, if left unrefrigerated, can spoil and generate unpleasant odors. Never store perishable food products in your desk or on shelves. Refrigerators should be cleaned on a regular basis to prevent odors. Keep kitchens and dining areas clean and sanitize as necessary to prevent pests and maintain hygiene.
Notify your building or facility manager immediately if you suspect an IAQ problem.This helps management determine the cause of the problem quickly so that a timely solution can be reached.
What the Office Manager/Tenant Can Do
In leased space, the office manager or other person responsible for office policies and/or relations with the property owner is often in a position to directly and significantly impact indoor air quality in the space. For some businesses, responsibility for dealing with air quality issues may involve more than one person. The office manager should follow the business’s internal procedures in dealing with the building management. Some of the things this person can do to improve indoor air quality include:
Maintain a good working relationship with building management on indoor environmental issues.Cooperative efforts are the best way to solve many indoor air quality problems. Follow your internal guidelines to ensure that building facility management is informed of, and involved in, all indoor air quality issues. Be as knowledgeable as possible when dealing with building management on indoor air issues.
Place office furniture, partitions, and equipment with air circulation, temperature control, and pollutant removal functions of the HVAC system in mind. Make sure air supply vents and return grilles are not blocked by furniture or equipment. Computers and other heat-producing equipment placed near or under an HVAC sensor device system can trigger cooling, even if the actual temperature for occupants is cool. Place such equipment away from HVAC sensors to avoid this kind of situation.
Coordinate with building management in instances when responsibility for design, operation and maintenance of the HVAC system is shared. Sometimes the portion of the HVAC system servicing a leased space is the responsibility of the tenant. In such cases, work closely with building management to ensure that all parts of the building are receiving optimal service from the system. Ensure that filters in window air conditioners and perimeter heating and cooling units are changed frequently.
Establish an effective smoking policy. Most of us today are aware of the health risks of smoking, not only to smokers, but to those who are exposed to secondhand smoke. In addition, environmental tobacco smoke in a building can increase costs for maintaining the ventilation system and for cleaning and replacing smoke-soiled furnishings and materials. Establish a smoke-free policy in the space under your control or work with building management to design properly ventilated smoking rooms that don’t allow smoke to circulate through the central ventilation system or to adjoining spaces.
Avoid procedures and products that can cause problems. Many common products used in offices, like solvents, adhesives, cleaners and pesticides can give off pollutants and odors, as can office equipment such as copiers, printers and fax machines. If any of these items are used in the office environment, adequate and sometimes separate ventilation should be provided. If your organization engages in activities that may generate pollutants, such as photographic or printing processes, exhaust ventilation will be especially important. Pollutants and odors (which may or may not indicate a health concern) generated in your space may not only bother those in the immediate area, but may enter the building ventilation system and cause problems for other tenants in other parts of the building.
Integrate indoor air quality concerns into your purchasing decisions. Take steps to reduce exposures to contaminants from cleaning products, and from new furnishings and building materials, when odors and chemical emissions are usually highest. Ask the designers, suppliers and manufacturers to provide information on chemical emissions from products and any potential associated respiratory hazards. While emissions information may not yet be available for many products, many product manufacturers are starting to do emissions testing. The more consumers request such information, the sooner it will become widely available.
Work with the building owner or manager to ensure use of only necessary and appropriate pest control practices, and non-chemical methods where possible. Pesticides can contribute to poor indoor air quality and can cause serious health effects when used improperly. Unacceptable levels of pest activity and damage should be prevented by the most economical means and with the least possible hazard to people, property and the environment. For example, if roaches are a problem, seal their entry points and properly store and dispose of food as part of a long term control strategy. If a chemical pesticide is selected, it should be used in strict accordance with label directions. To reduce airborne exposure to pesticides, consider using baits to kill pests instead of spraying. Work with building management to select the most appropriate pesticide to achieve your purpose, and do not purchase or use more than needed.
Work with building management and contractors before you conduct remodeling or renovation activities to identify ways of keeping exposure to pollutants to a minimum. Properly isolating the area to be remodeled or renovated from other spaces and the HVAC systems, and scheduling these activities for evenings and weekends if possible, can go a long way toward minimizing potential occupant problems. If the renovation work is contracted through you, ensure that the architect or interior designer and contractor are made aware, in advance, of the practices and procedures to be used during construction activities. If possible, try to arrange for plastic wrappings to be removed from partitions, carpet rolls and other new materials before they are brought into the space. Ask to have the materials aired out in a clean, dry location outside the building for a few days before installation. This can significantly reduce chemical emissions and odors inside the building.
Encourage building management to obtain and use the joint EPA/NIOSH guidance document titled: Building Air Quality: A Guide for Building Owners and Facility Managers. EPA and the National Institute for Occupational Safety and Health (NIOSH) have published comprehensive guidance for building owners and managers to help them prevent and solve indoor air quality problems. Ensuring that your building management is knowledgeable about and committed to management of indoor air quality issues is an essential first step in preventing and fixing indoor air problems.
What Building Facility Managers Can Do to Promote Good Indoor Air Quality
As an occupant of an office building, understanding the role of the building management in maintaining a healthy and comfortable indoor environment is an important step in understanding how you can fit into the picture. EPA and NIOSH recommend that every building manager obtain and use the Building Air Quality guidance (see Section 4 – Developing an IAQ Profile) to:
Designate an Indoor Air Quality Representative, who serves as the contact for indoor environment issues. The IAQ representative should be accountable for the quality of the indoor environment and should have the authority, knowledge and training to oversee or carry out the following steps in a good indoor air quality management plan:
Assess the current condition of the indoor air in the building by:
identifying and reviewing records pertaining to the HVAC design and operation
developing an indoor air profile of the building, identifying potential pollutant sources, if feasible
Address any existing and potential indoor air quality problems.
Educate building staff about indoor air quality management by:
Operate and maintain the building and ventilation system for good indoor air by:
establishing or reinforcing standard operating and maintenance procedures
responding quickly to leaks, floods,\ and other accidents that occur in buildings to prevent indoor air quality problems from developing
Manage potential pollutant sources such as:
smoking
remodeling and renovation materials and furnishings
housekeeping and pest control products
exhaust fumes from loading docks or garages
Communicate with tenants and occupants about their roles in maintaining good indoor air quality.
Establish clear procedures for responding to indoor air-related complaints.
Keep a record of reported health complaints to aid in solving indoor air-related problems. This will help improve the chances of correctly diagnosing and then fixing problems, especially if a pattern in complaints can be detected.
If You Think Your Building Has an Indoor Air Quality Problem…
If you or others at your office are experiencing health or comfort problems that you suspect may be caused by indoor pollution, you can:
Inform the building management of your concerns through your usual and proper channels.
Talk with your doctor or other health care provider, and report your problems to the company physician, nurse, or health and safety officer. Ask that person if you should call your state or local health department to discuss your symptoms and possible causes.
Cooperate with management during any indoor air quality investigation to aid the sometimes difficult process of identifying and solving problems.
For More Information…
There are many sources of additional information on indoor air quality in offices, homes and schools and what people can do to ensure that their indoor environment is a healthy one.
Building Air Quality: A Guide for Building Owners and Facility Managers: The Building Air Quality Guide is available on the web as a series of PDF files.
Building Air Quality Action Plan: The BAQ Action Plan was designed to meet the needs of building owners and managers who want an easy-to-understand path for taking their building from current conditions and practices to the successful institutionalization of good IAQ management practices. It emphasizes changing how you operate and maintain your building, not increasing the amount of work or cost of maintaining your building. The BAQ Action Plan follows 8 logical steps and includes a 100-item Checklist that is designed to help verify implementation of the Action Plan. EPA 402-K-98-001, June 1998.
By Kellie Hanna, CPRW, Career Advice ExpertLast Updated: December 01, 2023Editor: Maria Ratcliff • Contributor: Marla Figueroa
Build my cover letter
A well-written cover letter to accompany your resume can help you stand out to employers and significantly impact a hiring manager’s decision to call you for an interview.
David Grimes, director of people and talent operations at Taulia LLC, told us, “I sincerely appreciate cover letters, as they signal to me an amplification of interest and offer an additional opportunity to convey that [job candidates] have taken the time to truly review the position or organization and see an alignment.”
He notes that “when done well, a cover letter can provide a window into the candidate as they picture themselves at our organization.”
So, if you’re wondering if you need a cover letter for a job, or you’re asking, “what is a cover letter for a resume?” and you want to know how to create a cover letter effectively, look no further!
In this guide, we’ll address the following:
What is a cover letter?
A cover letter is a one-page business document that should complement a CV or a resume in a job application. Its purpose is to:
Introduce you to hiring managers.
Provide details about your qualifications.
Tell employers why you want to work for them.
Illustrate why you’re the best match for the job.
Explain circumstances like job hopping or gaps in employment.
PRO TIP Did you know? 41% of job seekers replicate their resumes in their cover letters — a huge mistake. Your cover letter should complement your resume, not repeat it.
How to write a cover letter for a resume in 10 steps
Follow the simple steps below to make a cover letter that wows prospective employers.
STEP 1 Prepare to write your cover letter.
Preparation is key to writing a cover letter that stands out. Having your essential information ready will save you time and ensure you put your best foot forward.
First, review the job requirements and compare them to your relevant qualifications.
Then make a checklist of your:
Notable accomplishments from previous jobs and volunteer work.
Skills that match the required skills in the job ad. Include a mix of hard and soft skills.
Educational qualifications, including certificates and licenses.
Awards and honors.
Next, if you haven’t already, research the company to:
Get an idea of the culture and their mission and values so you can tell the hiring manager how well you fit and why.
Take note of the company’s news and press releases so you can highlight how you can help them reach their goals or congratulate them on a milestone.
Learn the hiring manager’s name, so you can address your cover letter to them.
STEP 2 Choose a cover letter template
Want to know how to write the perfect cover letter? Use a cover letter template. Why? Because cover letter templates ensure your cover letter is in the correct cover letter format, they’re ATS-friendly and they are designed by professionals.
We have hundreds of templates to help you get started on the right track. Pick from modern, creative, or simple styles to match your CV or resume template and build a professional cover letter in minutes. Not sure if a template’s right for you? Try one for free!
STEP 3 Add your contact information.
Place your name, city, state, ZIP code, phone number and email address in your cover letter heading. Your email address should be professional like Jdoe@email.com and not personal like soccermom45@email.com. Include links to your LinkedIn profile or professional online portfolio if you have one.
STEP 4 Add the recipient’s address.
First, write the current date followed by a space. Then include the hiring manager’s name and title, company address and hiring manager’s email address (in that order).
It should look like this:
PRO TIP Always follow instructions in the job ad. If an ad directs you to address your cover letter to a human resources team member or the HR department, use the information the prospective employer provides for the recipient’s address.
STEP 5 Address the hiring manager (by name).
Here’s a tip for how to address a cover letter correctly: Use the hiring manager’s name (unless the job ad specifies a department or HR team member), avoiding titles like “Mr.” or “Mrs.” unless you are certain of the person’s gender.
For example:
“Dear [hiring manager’s full name],” but if your research doesn’t turn up a name, then use “Dear Hiring Manager” or “Dear Hiring Team.” If you know their title, then write “Dear [Title].
Don’t use informal language like “Hello,” or “Hi,” or old-fashioned salutations like“Dear Sir or Madam,” or “To Whom it May Concern,” to greet the person reading your letter.
PRO TIP Did you know? 45% of hiring managers read an applicant’s cover letter before their resume.
YES
Dear Lucy Garcia,
Dear Ms. Lowe,
Dear Hiring Manager,
Dear Vice President of Marketing,
NO
Hi there!
Hey Mr. Jones,
Dear Sir,
Sam Spade:
STEP 6 Grab the hiring manager’s attention with a powerful cover letter introduction
The opening sentences of a cover letter are like an elevator pitch. They should clearly and concisely tell hiring managers why you’re interested in the job and they’ve got to be compelling.
But how do you start a cover letter in a way that intrigues hiring managers and makes them want to read more?
The following tips and examples can help you write a cover letter opening that gets attention.
Exude confidence, passion and enthusiasm.
“I was excited to see that Tech Solutions — a company I respect for its innovation — has an opening for an experienced lead producer.”
Talk up your skills and experience.
“With seven years of experience in production for leading start-up companies in Silicon Valley, I have in-depth knowledge of cyber security and cloud computing and know my way around artificial intelligence.”
Show you’ve done some research.
Mention an interesting fact or statistic from an article, news story or the company’s website.
“When I saw that WILCO Services was touted in Business Magazine for being one of the most inclusive companies in the world, I knew I had to apply for the marketing associate position.”
Highlight an impressive accomplishment, award or honor and use numbers when possible.
“As director of Visit Mass, I created tourism programs that resulted in a 30% increase in international tourists to Massachusetts in 2019.”
Be creative.
Tell a story about why you are applying.
“When I was a child, I spent my days in the city parks around my neighborhood, listening to birds sing and watching squirrels jump through trees. Those days instilled a passion in me for wildlife that has intensified over the years and, combined with admiration for the animal rehabilitation programs at Prospect Park Nature Conservancy, led me to apply for the Wildlife Technician position at the conservancy.”
Mention a shared contact (if you’re sure it’s a positive connection).
“Jayne Peck told me you had an opening on your graphics team, and I’m thrilled to apply for the role. You and I know Jayne from Volunteers for the Bay, where I volunteered on the cleanup crew in 2017.”
STEP 7 Explain why you’re the best candidate for the job in your cover letter body paragraphs.
The body of a cover letter should paint an in-depth picture of your professional life while providing insight into your personality. It’s your chance to show the potential employer what you’re made of.
Here’s what to write in a cover letter body paragraph, no matter your background:
If you have work experience in your target role or industry, detail your work accomplishments and use numbers to quantify the results of your actions.
If you’re applying for your first job, connect the new opportunity with a personal or school project, extracurricular activity or internship.
Highlight your most relevant skills and explain clearly how you can apply them to the job.
If you think you’re a shoe-in for the company’s culture, show it! For example, if you enjoy volunteering for social justice causes and you are applying to a nonprofit organization focused on social justice, then explain why the company’s mission is meaningful to you.
If you’re changing careers, explain your motivation and emphasize your transferable skills to how you can contribute to the company’s success. Career change cover letters that emphasize transferable skills are more effective because they show prospectives that you can perform the work with little or no experience.
PRO TIP Did you know? 83% of hiring managers surveyed said they would hire a candidate who sent a strong cover letter, even if their resume wasn’t up to par.
STEP 8 Write your closing paragraph.
When you write a cover letter closing statement, make it clear that you’re excited about the possibility of working for the employer and that you are confident you have the expertise to be successful at the job.
You must also thank your reader for their time and consideration, and perhaps most importantly, end with a call to action that encourages the reader to follow up with you.
Remember that you’re writing a cover letter to a specific person, so thank them for their time and consideration. You should also encourage the recipient to follow up (e.g., “I look forward to further discussing my qualifications with you.”).
Here are a few examples of how to create a cover letter closing paragraph.
I have attached my resume and creative portfolio to my application for further review of my credentials. I am eager to speak with you about this role and greatly appreciate your consideration. Please contact me at your earliest convenience to discuss my background in more detail.
Thank you for your time and consideration. I’m excited about the prospect of working for the Museum of Ancient History. I look forward to discussing what I learned in my year abroad as an English teacher and how I can apply those lessons to the docent role. Feel free to contact me any time during the week.
I’m confident that a review of my resume and portfolio will convince you that I have the technical skills and knowledge necessary to be successful in the lead designer role at Creative Ads, LLC. I’m excited about the opportunity and would be thrilled to meet with you and your team next week to discuss my ideas for your next campaign. Please contact me this week to schedule a convenient date and time.
PRO TIP A “call to action” in your cover letter closing paragraph shows hiring managers that you’re serious about the job and confident in your qualifications.
STEP 9 Sign off.
What goes in a cover letter ending isn’t complicated, but you have to get it right if you want a chance at the job.
That means you must be respectful, polite, professional and formal.
YES
Sincerely,
Best regards,
Kind regards,
Thank you,
NO
Yours,
Take Care,
Cheers,
Thanks!
STEP 10 Proofread your cover letter
Knowing how to write a cover letter for a job isn’t all there is to making a cover letter. You have to proofread it at least once before sending your job application letter to a potential employer. Typos and cover letter formatting mistakes can reduce your chances of getting hired. When you’ve finished proofreading, have someone else read it for you too, just to be sure it’s job application-ready.
And there you go! That’s how to write a good cover letter.
What should a cover letter look like?
All cover letters follow a basic business letter structure that looks like this.
Cover letter writing checklist
Template
Did you choose a cover letter design that matches your resume?
Contact information
Are your name, location, phone number and email address up to date and displayed at the top of your cover letter?
Did you add a link to your professional portfolio or website and your current LinkedIn profile (if you have them)?
Date
Did you add the current date at the top of your cover letter?
Company information
Did you address your letter to the hiring manager by name and include their title, email address and the correct company address?
Salutation
Did you greet the hiring manager, recruiter or HR associate by name or title?
Did you use a polite but formal greeting?
Opening paragraph
Are the first few sentences of your cover letter clear and compelling?
Do you convey enthusiasm for the job?
Body paragraphs
Did you effectively express how you can apply your skills, experience and achievements to the target job to help the company achieve its goals?
Did you highlight one or two things you like about the company, such as their values or culture, and why?
Closing paragraph
Did you thank the reader for their time?
Did you end your cover letter with a call to action?
Sign-off
Did you use a proper, formal closure to end your letter?
How to make a cover letter fast
A professional cover letter template is the best place to start a cover letter.
Job-specific phrases and skills: No matter the job you’re applying for, we give you the right words and relevant skills you can incorporate with just one click.
Step-by-step guidance: Get expert advice at every step to help you present your best self and get the job.
Easy customization: Write a cover letter for every job application and save as many versions of it as you need.
Multiple download formats: Save and export your cover letter as a PDF, DOCX or plain text.
PRO TIP Always match your cover letter template to your resume template for a polished job application.
Cover letter tips
We’ve given you almost all the advice for writing a good cover letter that you’ll need to start creating a cover letter, but we’ve saved a few pointers for last.
Here are our top five tips for how to make a cover letter effectively.
TIP #1 Follow instructions. This is probably the most important tip for writing a cover letter. Read the job description carefully and do what it says. If the job posting says to send your letter as a PDF, don’t send a Word document. If it tells you to send your cover letter as an email attachment, then do so. If the job posting says to write your cover letter in the body of an email, then do that. If you fail to follow all instructions in a job ad, you will likely not be considered for the position.
TIP #2 Tailor your cover letter to the job. Hiring managers know a generic cover letter when they see one — and they usually ignore them. That’s why it’s critical to customize your cover letter to show your enthusiasm for the specific job and company you’re applying to. To do this, use keywords from the job description when they apply to you. Doing so also ensures ATS software can find you and signals to hiring managers that you meet their requirements. Our Cover Letter Builder makes it fast easy to customize a cover letter for every job you target.
TIP #3 Don’t apologize. Never point out the skills and experience you lack. If you are qualified for the job but don’t have much experience in the field, don’t apologize. Instead, focus on experiences like volunteering, school projects and community service you’ve done that make you a good fit and play up your transferable skills.
TIP #4 Don’t overshare. While writing a cover letter to explain a career change or job gap is a good idea, sharing every detail about your life or career is not. Keep away from the following topics every time you create a cover letter:
Political views.
Current or past salary or salary expectations for the target job.
Exaggerations and lies (about anything).
Personal details such as marital status, family background, financial situation, ethnicity or religious beliefs
Negative thoughts about your former boss, company or coworkers.
Irrelevant personal hobbies.
Details about work from more than three years ago that doesn’t pertain to your target job.
TIP #5 It’s possible to be too enthusiastic. We stress the importance of conveying enthusiasm when you write a cover letter because you should. However, use caution when displaying your zeal. Keep your tone professional, be genuine and never present yourself as desperate.
How to write a cover letter: important takeaways
Let’s recap the basics of what to include in a cover letter one more time:
A cover letter is a one-page document that complements your resume without repeating it.
Address the cover letter to the hiring manager. If you don’t know who to address the cover letter to or can’t find their name, then address them as “Hiring Manager,” by their title, or address the department.
Write a cover letter introduction that immediately grabs the hiring manager’s attention and compels them to keep reading.
It’s a good idea to use a professionally designed cover letter template to ensure your cover letter is formatted correctly.
A good cover letter is a custom cover letter. Tailor yours to your target job and use keywords from the job description if they fit your abilities.
How long should a cover letter be?
A cover letter should cover one half-a page minimum and it should never be more than one-page long. Aim to concisely express your points in about 250-500 words.
Editor: Maria Ratcliff • Contributor: Marla Figueroa
Kellie Hanna, CPRW
CAREER ADVICE EXPERT
Kellie is a Certified Professional Resume Writer with 20+ years of experience in digital media and is passionate about helping job seekers navigate their careers. She earned a B.A. in English and writing from Temple University.
In California, most workers earn Paid Sick Leave to take time off work to care for themself or a family member. Read about the different types of Paid Sick Leave below.
Paid Sick Leave (PSL)
Paid Sick Leave (PSL) is a permanent law in California that requires employers to provide paid time off to workers for treatment, diagnosis or preventative care for themselves, a family member or a designated person. Starting January 1, 2024, employers must provide at least 40 hours or five days off each year to most workers. This includes full-time, part-time and temporary workers who meet these qualifications:
Work for the same employer for at least 30 days within a year in California, and
Complete a 90-day employment period before taking any paid sick leave
PSL can be used to:
Recover from physical/mental illness or injury
To seek medical diagnosis, treatment, or preventative care
To care for a family member who is ill or needs medical diagnosis, treatment, or preventative care
Employers can choose to provide more PSL hours or days off. Employers can choose to have a PSL policy that provides all of the hours at one time, or the policy can require employees to earn the paid sick leave hours in an accrual plan. Employees under an accrual plan must earn at least one hour of paid sick leave for each 30 hours of work.
Fact sheet on Paid Sick Leave in California
Frequently Asked Questions on Permanent Paid Sick Leave law that took effect in 2015
No longer available: Supplemental Paid Sick Leave for COVID-19 (SPSL)
Supplemental Paid Sick Leave (SPSL) for COVID-19 was a law in 2021 and 2022 that required employers to provide additional paid time off for certain COVID-19 reasons. The law expired on December 31, 2022. Read more about 2022 SPSL if you think you should have received this additional paid time off due to COVID-19 in 2021 or 2022.
Other Paid Leave Options
Vacation Pay
There is no legal requirement in California that an employer provide either paid or unpaid vacation time. However, if an employer does have an paid vacation agreement, then certain restrictions are placed on the employer for fulling their obligation to provide vacation pay. Read more about Vacation Pay.
Workers’ Compensation
Employers with one or more employees must maintain a valid workers’ compensation insurance policy that pays for benefits for workers to recover from work-related injuries and illnesses. Read more about workers’ compensation for employers and workers’ compensation for employees.
Side by Side Comparison of Paid Leave Options
Paid Leave Options Chart provides an overview of paid leave laws that may cover California workers affected by illness or injury, including laws on paid family leave, paid sick leave and disability payments. Paid Leave Options Beneficios de permisos
Written by Coursera Staff • Updated on Nov 29, 2023
Interviewing on Zoom comes with its own set of benefits and challenges. Learn how to prepare to set yourself up for job success.
Landing a Zoom interview is a huge accomplishment for first-time job seekers and people changing careers. It’s also an exciting opportunity to get to know a company and a position you’ve applied for while logging on from anywhere in the world.
With Zoom interviews becoming more common, the video software itself adds a layer of preparation on top of researching the company and presenting yourself confidently. Use this article as a guide to prime your mind for meeting a potential employer and to set up the device you’ll be using so that you arrive on camera ready to shine.
In-person vs. Zoom interviews
Whether you’re new to Zoom or a seasoned user, conducting an interview remotely might feel unfamiliar or intimidating.
How does a Zoom interview work, exactly? How will it differ from an in-person interview? How will you establish a rapport with your interviewer across a screen? Will you need to create a fancy workspace to serve as a backdrop (or conceal your existing one)?
The first thing you’ll need to do is get clear instructions from the organization on how to join a Zoom meeting and with whom you’ll be interviewing. You’ll most likely receive a link to a Zoom meeting or a numerical meeting ID scheduled for a set length of time. As with an in-person interview, you could be speaking with a recruiter, hiring specialist, the manager or supervisor to whom you’d report, or even the organization’s founder.
With many professionals now working remotely, employers may be making efforts to accommodate different work-from-anywhere scenarios, including shared spaces with limited private areas. Take the pressure off of yourself to create the optimum interview environment, and at the same time, be aware of these potential advantages and drawbacks of interviewing over Zoom:
Potential advantages of Zoom interviews
Potential drawbacks of Zoom interviews
May be more convenient for some job candidates, as it can eliminate the need to travel or find transportation
May be difficult to gain access to reliable WiFi, a quiet space, and a functional device
Could feel less intimidating than being physically present in an unfamiliar workplace
May feel uncomfortable to Zoom from your home, with your living space visible to potential employers
Easy to record, with the consent of all parties present, allowing everyone to view the replay after the fact and reflect on the details of the conversation
Occasional delays in the signal could interrupt the flow of the conversation
Checklist for your interview on Zoom
Your next step is to configure the technological aspects of your Zoom interview. Remember that you don’t need to create a state-of-the-art home office with professional lighting and sound equipment. You can take a few steps to feel confident about your interview setup.
Advanced Interviewing Techniques
People interviewing for jobs today often fail because they are using yesterday’s strategies. Recruiting technology has become more sophisticated.
Learn at your own pace
Use this checklist to streamline your preparation:
1. Double-check instructions from your contact at the organization, including the day, time, and time zone of the interview, the Zoom meeting link you’ll be using, and other details.
2. Charge your device and install the latest version of Zoom.
3. Set up a free Zoom account if you don’t already have one. Personalize the basic settings by adding a headshot and selecting your time zone.
4. Pull up the organization’s website and your resume, cover letter, preparation notes, and other application materials.
5. Sign in to the email account from which you applied for this position.
6. Start a new Zoom meeting and test your internet connection and app settings. Adjust the audio and video settings to your liking. Add a virtual background, or blur the background if you prefer not to display your physical space. Practice using the mute button, chat feature, screen share, and video recording features.
7. Leaving the Zoom meeting open, place your device where you feel most comfortable conducting the interview. If possible, experiment with the room’s lighting and angle your screen about 45 degrees from a light source to provide the clearest view of your upper torso and face. When the setup is to your liking, end the Zoom meeting.
8. Silence all notifications on your device.
9. Close all other windows, tabs, and programs besides your application materials.
10. A few minutes before the interview, settle into your space and click the organization’s Zoom link.
How to follow up after your Zoom interview
Within two or three days, follow up with your potential employer to express your gratitude for the chance to interview and enthusiasm for the position:
Address an email to the most appropriate recipient: your interviewer, recruiter, hiring manager, or the supervisor for your role.
Begin the email with a greeting and a short “thank you” message.
Include the date of your interview and the position for which you applied.
Confirm you’re still interested, and summarize how you can contribute to the organization.
Add any essential details that you did not discuss during the interview.
Close by stating that you’re eager to hear the next steps.
If no timeline was given during the interview, wait at least five business days to receive a response, and if you don’t, follow up a second time.
Read more: How to Write an Interview Follow-Up Email
Next steps
Keep practicing these Zoom interview prep techniques as you continue your job search. With each new Zoom interview, you can cultivate comfort and ease while exploring new career opportunities. Want to practice more interviewing skills? Learn how to answer different types of common interview questions with Advanced Interviewing Techniques from the University of Maryland.
Workplace safety word concepts banner. Working environment. Hazard controls. Infographics with linear icons on green background. Isolated typography. Vector outline RGB color illustration
by Praveen Kumar, LinkedIn
Yes, there are several safety tips that must be followed when handling equipment inside the workplace to ensure the well-being of employees and prevent accidents. Here are some important guidelines to keep in mind:
Training: Ensure that all employees who will be handling equipment are properly trained in its operation, safety procedures, and emergency protocols. Training should be ongoing and include updates on any new equipment or changes in procedures.
Read the Manual: Always read and understand the equipment’s user manual and safety guidelines provided by the manufacturer. Follow the instructions carefully for proper setup, operation, and maintenance.
Personal Protective Equipment (PPE): Use appropriate PPE when handling equipment. This may include safety goggles, gloves, ear protection, hard hats, or other gear depending on the nature of the equipment and potential hazards.
Inspections and Maintenance: Regularly inspect equipment for signs of wear, damage, or malfunction. If any issues are found, report them immediately and do not operate the equipment until it has been inspected and repaired by a qualified technician.
Clear Communication: Establish clear communication protocols when handling equipment, especially in areas with limited visibility or where multiple employees are involved in the process.
Secure Work Area: Ensure the work area is well-lit, clean, and free of obstacles that could pose a safety hazard. Keep the floor dry to prevent slips and falls.
Follow Safety Signs and Labels: Pay attention to warning signs and labels on the equipment and in the workspace. They provide important information about potential hazards and safety precautions.
Proper Lifting Techniques: If the equipment involves lifting or moving heavy objects, use proper lifting techniques to avoid strains and injuries. Get assistance when needed.
Emergency Procedures: Be familiar with the location of emergency shut-off switches and other emergency procedures related to the equipment being used.
Lockout/Tagout Procedures: If the equipment requires maintenance or repair, follow lockout/tagout procedures to ensure it is properly shut down and cannot be accidentally turned on during maintenance.
No Horseplay: Strictly prohibit horseplay or any unsafe behavior around equipment. Encourage a safety-first culture in the workplace.
Report Near-Misses: If there is a near-miss or an unsafe condition related to equipment handling, report it to supervisors or safety personnel. Investigate and implement corrective measures to prevent future incidents.
Remember that workplace safety is a shared responsibility. Encourage all employees to be vigilant and proactive in maintaining a safe working environment when handling equipment. Regular safety training, reminders, and ongoing communication are essential to promote a culture of safety within the workplace.
I promise you this: it’s worth taking the time to know exactly how to look good on Zoom, Skype, or any of your webcam videos.
Zoom calls are inevitable—these days we are spending more and more time on them! In fact, a 2019 study by Lifesize showed that:
48% of business professionals are using more video calls than they did 2 years ago.
25% of 19- to 29-year olds are using videoconferencing daily for work.
And Cisco CEO Chuck Robbins even said that customers spent a staggering 5.5 billion minutes in virtual meetings in the first 11 business days of March this year! That’s a TON of virtual screen time.
There’s no doubt that Zoom calls are only going to get more popular.
So if you are working remotely you should be using video calls for:
Meetings
One-on-Ones
Team check-Ins
Here’s the problem: people tell me all the time that they think they look horrible on Zoom, that calls are too much work, or that they are too awkward—so they opt for a phone call.
Whenever possible, you should ALWAYS opt for a video call.
Why?
You connect better—a 2017 Forbes Insights study found that 62% of executives agreed that video calls significantly improved the quality of communication over phone calls.
You can read body language.
You have deeper, more productive conversations (and fewer awkward silences than conference calls).
So how do you make sure you look great, sound great, and get your message across?
Here are the exact steps you need to conquer your Zoom call the next time you turn on that webcam!
Get Gear
First up is essential—you need the right gear! You do not need a professional set-up to have a great video call, but some basic gear helps.
Webcam: Using your laptop or computer’s built-in webcam is totally fine… but if you can, get an external webcam like a Logitech to create the perfect angle and image quality.
Headphones: Try to always wear headphones. If you use the built-in speakers and microphone it can create some nasty feedback on the call.
Microphone: If you are really doing a lot of Zoom calls, I really like my Yeti Microphone or a Snowball microphone.
Software: I like using a software like Zoom. It is so easy to use… And the best part? It adds a filter which softens you up and makes you look 10 years younger (turn it on in your settings)!
Internet: If you can get a faster connection at home, do it! It’s worth it! But also turn off your other applications or backups on your computer so you have a faster connection. Oh, and try to make sure your roommates aren’t watching Netflix or something.
And most importantly, HAVE BACKUPS! I can’t stress how important it is to have an extra pair of headphones… a backup device (laptop or phone, even!)… or even a mobile data connection you can switch to in case your Wi-Fi goes AWOL.
Pro tip: if you love using Zoom like me, there are a lot of apps out there that boost your experience. Here are some of my favorites:
Krisp is an app that lets you cancel the background noise. Yes, it even works for crying babies and traffic!
VirtualOffice lets you create a professional-looking background in your Zoom calls.
Fireflies.ai lets you record, transcribe, and search across your Zoom calls.
Snap Camera brings a little fun by offering different overlays for your Zoom calls.
Back Up!
This Zoom call tip is a simple one to boost your charisma. That’s because one of the most important nonverbal cues for charisma is your hand gestures. Push back your computer or phone or camera so your hands and upper torso are showing!
The reason your hands need to be visible is so people can see:
your wave hello (yes always do this, see Step #2)
your explanatory gestures while you are speaking
visible hands while you are listening.
Think Lights, Camera, Action
You do not need to set up a full-blown movie production for each Zoom call, but I do want you to think a little like a producer. Here’s how:
Light your front. One reason many people say they don’t look good in a Zoom call is actually due to bad lighting. To look better on Zoom calls, you’ll need a light source that brightens your face, positioned in front of you. If you can, have a light IN FRONT of you. And avoid sitting in front of a big window, as that can make you look dark. Whatever you do, DON’T have the light behind you. The last thing you want to do is appear like you’re on the set of a horror movie!
Keep the background basic. We all love our fluffy pillows sitting on our beds, but that doesn’t exactly scream, “I’m professional!” I frequently use a Japanese Screen behind me to keep it professional and clean (and to keep me from having to clean up every time). See it looks nice and clean…
Focus on Substance, NOT Appearance
In a survey by Highfive, a video conferencing service, nearly half of the respondents said they were more worried about their physical appearance during a Zoom call than the actual content they were presenting.
They were self-conscious of their:
hair
bags under eyes
teeth
overall facial expression
double chin
and more!
And the real kicker is that many people are more self-conscious on video than in real life!
The survey showed that:
People rated themselves less attractive when they appear on camera.
30% of respondents said they spent half the Zoom call looking at their own face.
Sure, you should probably be a little concerned about your appearance (see the next step). But remember…
What you can bring to the table is more important than your appearance.
Instead of perfecting your appearance (remember, NOBODY’S perfect!), aim to perfect your content:
Prepare your outline and goals for the conversation. I like to keep a little notebook next to my laptop with all the notes I’ve filled out.
Make your own teleprompter! I like to put important facts on my laptop screen just under the camera so I DON’T forget.
Brainstorm a couple questions AHEAD OF TIME. When your client/boss/coworker asks, “Do you have any questions for me?” the last thing you want to do is draw a blank in the moment!
Review, and review, and review… And do it again!
The most confident I’ve ever felt in video calls was when I knew my content by heart. So when you’ve mastered your content, the next step is to focus on your appearance…
Avoid Zoom Awkwardness
Zoom calls have their own social etiquette. Your biggest goal is to avoid what I call…
Zoom Awkwardness. Ask yourself if you’ve ever experienced the following in a Zoom call:
Talking over someone else
Not knowing who should talk next
Wondering what to do with your face while you are listening
Being distracted by an insect buzzing in the room or a car passing by
Having the doorbell ring/dog start barking/kid barge into the room without pants. Reality check: It does happen! Check out this video and prepare for the cringe…
There were a lot of tough times where I didn’t know what to do to AVOID this awkwardness.
But as odd as it sounds, there was ONE thing that pushed me through to tame that awkwardness and make it my strength…
Here’s the answer: Preparation.
The best way I found to prevent awkwardness in Zoom is to be prepared for all the awkward moments. Here’s what to do before your next call:
Tell everyone in your house you are going on a video call. There is nothing more awkward than having someone barge into your call. Tell everyone and let the dogs out. Who? Who? Who? Your dogs or any roommates. That was a joke, but telling people is not.
Quickly do a spot check with your webcam BEFORE logging in (hair check, teeth check, light check). I also like to use an online webcam test to test my camera.
DO sweat the small stuff. Go to the bathroom. Grab a cup of coffee. Have a pen and paper on hand. Make sure all the little things are taken care of!
Look at your software settings. Some software (like Zoom) has a lovely filter. Some software requires you to choose a microphone. Other software is clunky and hard to download. Do this early and look at the settings.
Prepare for Your First Impression. Wave hello and smile, and use the right vocal tone (more on that later).
Know WHO will be on the call so you can confirm the right people are on and when to start.
Gather links you need ahead of time to pop into chat (so everyone doesn’t have to watch you scroll through your inbox).
Be ready for some positive small talk. This might sound odd, but most likely someone will be late to the call or someone will need to restart their computer, have a positive chit-chat conversation starter at the ready. Like “How was everyone’s weekend?” or “It’s so sunny today! Anyone been working outside?”
Create an agenda and send it out ahead of time, AND post it in the chat. It will keep you on task! (See Step #1)
Turn on your listening ears. Make sure you’re fully understanding everyone and tuned-in 100%. Otherwise you’ll have to keep asking people over and over… and over… and over… which leads me to the next point.
Ask questions! Part of being a great listener is to ask questions! Just try to ask questions that contribute to the overall conversation!
What’s your listening face? Do you have Resting Bitch Face? It’s a real phenomenon. Know HOW you want to listen. I have a face I use to listen attentively and it has DRASTICALLY improved my Zoom calls from people asking “All ok?” to “So good to see you!”
Give Yourself a Social Boost!
So you’ve got everything ready? Great! But, wait! What if you’re:
feeling tired?
drained of all motivation to talk to people?
trying to think of any excuse to avoid the video call?
If you’re anything like me, this happens more than you’d like to admit. And it really does matter—a study by Dollar Shave Club showed that 83% of those surveyed felt more positive toward someone who seemed confident.
So to gain that confidence, you need to do a little something I call…
Social charging!
This means you need to get your social juices flowing… BEFORE the call even begins! This means socializing beforehand, relaxing your nerves, feeling more confident, and just feeling good.
Social charging is especially important if you’re an introvert… or even if you haven’t done much socializing recently!
And there are many ways to prime your social skills before a video call. Let’s take a look at some things I do to give myself a social boost:
Hang out with friends. Because nobody makes you happier than those you’re closest to!
Watch a funny cat video! Laughing always helps before a video call.
Listen to your favorite tunes! Yes, music has even been proven to reduce your levels of cortisol and ease stress. Ahh, nothing like a little Mozart to blow the stress away.
Say hi to strangers! Go to the grocery store, walk your dog, whatever! Along the way, say hi to at least five strangers to make yourself feel über confident!
Get your blood pumping. A quick run outside or a trip to the gym can do wonders in calming your nerves (just be sure to take a shower afterwards if you’re really sweaty!).
Meditate a little… or at least take a few deep breaths.
Phew, that was a lot of preparation! But luckily, now you’re socially-charged and finally ready for the Zoom call. Let’s see what we can do during the call to make it FANTASTIC!
Look at the Dot
The biggest mistake people make on Zoom chat is to look at themselves. Research shows video calls actually produce oxytocin, the chemical of connection.
According to a 2014 study by researchers from the UK’s Medical Research Council:
People who receive direct eye contact with others appear to activate a certain part of their brain called the “social brain” network.
What is the “social brain” network? It’s the part of the brain that allows us to have genuine social interaction. When the social part of your brain lights up, you can tell jokes, have fun, and smile without faking it.
But this only happens if you look at the camera… NOT at yourself.
Wave and Smile
This might sound silly, but video calls can be awkward at first. But they don’t have to be! The best way to encourage trust and connection is to start with a wave (and a smile if that feels natural to you). This is how I start EVERY SINGLE ZOOM CHAT. And it immediately helps bring warmth.
Watch my TED Talk for the full explanation:
Start With Your Happy Voice
Saying hello is obvious. But this video call tip may not be: did you know HOW you say hello matters?
Here at Science of People, we did a fascinating experiment on vocal power. We have some incredible tips for you on how you can make your voice sound better and how to benefit from every single video call.
We asked participants to record themselves saying “hello” in six different ways:
Normal Hello (This is the control.)
Happy Hello (Thinking of something that made them happy and holding a Happiness Microexpression.)
Sad Hello (Thinking of something that made them sad and holding a Sadness Microexpression.)
Angry Hello (Thinking of something that made them angry and holding an Angry Microexpression.)
Power Posing (While adopting a Power Pose.)
Normal Hello (One more control once they were warmed up.)
We added these recordings to our website and asked our readers to tell us how much they liked (or didn’t like) the person in the recording just based on the “hello” they heard. Readers listened to each clip and selected one of the following answers:
I like this person a lot.
I like this person a little.
I do not like this person.
Which version of the “hello” do you think was the most likable?
….the winner was the Happy Hello!
The data revealed that the happy recordings received significantly higher approval ratings than any other hello. This is a huge finding as it shows people can hear your mood.
So make sure to start your video calls with a happy, cheerful tone!
Bonus: Want to know which “hello” did the worst? Read more about our study from our article How to Be More Confident: 11 Scientific Strategies For More Confidence!
Designate a Driver
There is nothing worse than logging onto a call and not knowing who should speak.
Here’s the key:
Be the designated driver or assign the designated driver.
When I get on a call I either claim the driver spot or assign the driver spot:
“I’m so happy to be here with you all. Let’s dive into the agenda for today.”
OR “Hi everyone, Rob, you are spearheading content, so why don’t you lead us through today’s Zoom call.”
This Zoom call tip also works within a discussion. For example, I was on a virtual call yesterday with my team and I asked a question to two of the participants. Here’s how it went:
Me: Allison, Rob do you have any questions?
Allison: I’ll let Rob handle that question first since he is tackling that project.
BOOM! Allison had a great anti-awkward move because she avoided that dreaded “Who will speak next?” And she acknowledged Rob’s hard work.
Become One With the Hand
We’ve already covered the importance of backing up your camera so you can show your hands.
But let’s say you DON’T use your hands…
Maybe it’s just not natural, or maybe you’re a little hand-shy. That’s okay!
But it might hurt you.
That’s because we analyzed the most popular TED Talks and found that viral speakers used an average of around 465 hand gestures—nearly twice as many as the least popular TED speakers!
Studies show that people who use their hands are even seen as more warm, agreeable, and energetic compared to those who remain still or have robotic hand gestures.
So how do you use your hand gestures in a video call? Try these 3 tips:
Listing
The easiest and most basic hand gesture is numerical. ANY time you say a number, do the corresponding gesture–this makes your number easier to remember for the listener, adds movement and warmth to your body language, and serves as a nonverbal anchor in the conversation.
A Tiny Bit
Any time you want to emphasize a small point like something that they shouldn’t take too seriously or a small addition–show it! This is my favorite itty bitty hand gesture:
Listen Up!
This is a very strong gesture, so use it with caution. It is a “bottom line” hand gesture or “listen here” movement. The sound and motion draws attention and lets people know: “What I am about to say is important!”
Want all 20 hand gestures? These tips come straight from our article: 20 Hand Gestures You Should Be Using, and Their Meaning.
So if you can, use your hands to gain the upper hand! Pun fully intended.
Learn to Decode Facial Expressions
Research has found that you can decode facial expressions and there are 7 you should look for. This is one of the greatest benefits of video calls — you can see someone’s face! Use that to your advantage. This helps you tap into what is being said between the lines.
I have a full face reading tutorial here.
Most importantly, just be yourself! Do not worry about looking perfect on camera. Know that a video call is WAY better than a phone call and almost as good as in person…almost.
And when you’re almost done with the call? Don’t forget to say thanks!
Dress to Impress
Did you know people judge you within milliseconds of seeing you? Researchers at Princeton University conducted a study:
Participants saw images of people wearing different clothing. The types of clothing worn were categorized as either “poor” or “richer.”
They found that when people wore clothing perceived as “richer,” they were rated as more competent.
And here’s the crazy part… Regardless of the person’s facial appearance, the results stayed the same! So the old saying is actually true—the clothes do make the man (or the woman)!
But luckily, you don’t need to buy a tailor-made suit or the fanciest tie. Just simply wearing a nice outfit can help you:
boost your confidence
help you make an amazing first impression
get the respect you deserve
how your employer that you pay attention to small details.
What’s important is dressing appropriately for your audience:
Big business? You’ll probably want to dress to impress. Wear a collared shirt (nothing says “I mean business” more than a crisp collar!) and consider wearing a jacket and tie as well.
IT company? You might consider wearing a simple button-down shirt and a pair of trousers.
You’re part of a creative team? Consider dressing up more fashionably to connect with the artistic crowd.
How about a small startup? A plain, solid-colored t-shirt and long pants might be more suitable.
Still uncertain? Dress up rather than down! I can’t remember the number of times I saved myself the embarrassment by dressing up professionally rather than throwing on an old shirt in the closet. Don’t take this video call tip lightly. Do yourself a favor and look sharp!
What you wear speaks VOLUMES about your personality!
Here’s what to AVOID wearing for a Zoom call:
Patterns or stripes: They never look good on camera.
Large, bulky shirts: They can fold over one-too-many times and make you look bigger than normal.
Clothing that blends into the background: Floating head syndrome, anyone?
Big, dangling earrings or necklaces: Nobody likes unnecessary distractions… Especially if your earrings are taking up half the screen.
Want more awesome tips on how to dress? Check out 11 Incredible Clothing Hacks Everyone Should Know.
Send a Letter of Thanks
Wait, you’ve already said thank you, so why do it again? Because it turns out…
We underestimate how much joy others get by just saying thank you!
A study published in Psychological Science was conducted to find out how writing a thank you letter would affect people’s happiness:
They asked people to write and send a letter of thanks to others, and measured the recipient’s level of awkwardness as well as happiness.
The researchers found that those who received the letter were even happier than what the senders expected.
One more amazing part of the study is that the recipients actually felt less awkward than the senders thought they would. Amazing, right?
You don’t have to be super old-fashioned and send a letter (although that would be cool, too!). You can also:
Send a quick “thank you” in the video software’s chat.
Follow up by sending a thank you email to those involved in the call.
If you have their phone numbers, you can send a short text for added personal flair.
Just don’t be afraid to say thank you more than once! A little gratitude does go a long way.
Know Thyself
Ask yourself which category you fit in:
Piece of cake! The video call was a walk in the park.
Good, but could be better. You had an awkward moment or two, or you didn’t feel completely comfortable.
Do second chances exist? Maybe it just wasn’t your day…
If you answered A, congrats! You’re officially a video conference wizard.
If you’ve answered B or C, then there’s still hope! Don’t be hard on yourself, but ask yourself if you could improve in any of these categories:
Appearance: How were my clothes? Did I have good lighting and positioning?
Interpersonal skills: Was I able to connect with others? Did I make good body language and eye contact?
Technical: Did I experience any technical glitches? Could I improve my gear for future Zoom calls?
Preparation: How can I better prepare myself? Did I seem knowledgeable and confident?
Find the most important category (or categories) you need to work on. And remember: everybody starts somewhere!
Hint: You can record yourself using a program like Loom to see where you can improve for your next Zoom call!
Bonus: To Background or Not to Background?
Have you ever went into a Zoom meeting and used a fancy virtual background?
Take the quick poll below to see what others think!
What’s Your Preferred Zoom Background?
Vote see other people’s results! (no email required)
Tropical vibes, with lots of sunshine and palm trees!
A bookshelf to showcase the greatest books ever
An assortment of plants for that “office jungle” look
Modern art, like paintings and a sculpture
A simple window or natural lighting
In a Harvard Business Review survey, most people said they actually preferred a normal Zoom background rather than a fake one.
However, if you DO use a virtual background, the type of background you use can change how you are perceived.
For example, in a test of 6 different Zoom backgrounds, those who used a background with plants were viewed as more trustworthy, approachable, and intelligent than other backgrounds. Take a look at the chart below to see how the backgrounds stacked up:
Source: Signs.com
Have Fun!
Zoom fatigue is real—I know how hard video calls can be. Want to reward yourself for having a call?
Here’s some fun little dopamine treats you can reward yourself with:
Head on over to Overdrive.com and read a free book.
Play with your dog/cat, or visit a pet store and play to your heart’s content.
Summary. Giving gifts to your coworkers during the holidays need not cause you a lot of stress, break the bank, or even cost any money. In this piece, the author outlines eight factors to consider when giving gifts at work. She also notes minefields to avoid (give food and…more
The winter holiday season is a time of giving and showing appreciation. As difficult as it may be to figure out what to gift family and friends each year, it can be even trickier when navigating gift-giving in a professional context.
Whether it’s your boss, another team member, or a client, it goes without saying that you shouldn’t feel obligated or pressured to spend money or give a gift. But if you do decide to give some holiday cheer to your work colleagues, here are some factors to consider.
1. Know the relevant regulations in your industry and your company’s policy on gift giving.
While the act of giving a gift is intended to be a simple gesture grounded in generosity and appreciation, several industries, such as financial services, health care, pharma, and medical devices, as well as other companies have strict gift-giving policies. These policies are typically in place to not only prevent bribery, but also conflicts of interest, or the perception thereof.
Richard Bistrong, CEO of Front-Line Anti-Bribery, advises to check with your compliance leader and company code of conduct if you work in a field where gift giving is particularly sensitive in nature. He also recommends that, regardless of your field, if your gift is international or cross-border, you should also check with your company, so as not to run afoul of its code of conduct or certain international anti-bribery laws. “What might seem innocent to the gift giver could be perceived as trying to inappropriately influence a decision maker by the regulators, regardless if that person is a public official or commercial employee,” Bistrong said.
2. Spend nominally.
Don’t break the bank. This is not only for compliance purposes, but also to avoid causing the discomfort some may feel in receiving a more lavish gift. “Going overly extravagant on a gift can make someone feel uncomfortable, especially if it is obvious that they didn’t put the same amount of extravagance into what they gave you,” said Lindsay Roberts Schey, gift-giving expert from TheGiftInsider.com.
She shared that for work colleagues, $25 is a typical average price for holiday gifts, but it could go up to $50. She added, “If it’s a large office and you are gifting to many, $15 to $25 is appropriate.” Schey also added, “Never try to out-do your boss. Spend less than they do.”
3. Make it personalized — but not too personal.
One way to personalize your gift is to make a donation in your colleague’s name to a charity that they support and is meaningful to them.
Or you can tie the gift to the person’s outside interests. If you’re not already familiar with what those are, do a little sleuthing on social media or ask others who know them. “Consider their hobbies, interests or things they may need for their workspace,” Schey suggested. Examples might be a personalized notebook if they like to journal, a picture frame for their desk to hold a favorite photo, or a coffee shop gift card or a heated mug to keep their drink warm. One colleague who knows that I’m a Francophile with a sweet tooth gifted me a box of pastries from a local French bakery, which was the perfect gift for me!
But be sure to stay away from any gifts that are too personal, as some risk being too intimate. Schey advises to stay away from jewelry or clothing, for example.
4. Give an experience.
Research shows that people who receive experiential gifts feel closer and more connected with the gift giver. Movie tickets or a restaurant gift card can be a small indulgence that your colleague wouldn’t have planned for themselves.
One year, a close colleague of mine had been working particularly hard and was in dire need of some self-care. She was extremely touched when I gave her a spa gift certificate. The research also shows that giving experiential gifts can have a connecting effect even if you aren’t participating with the recipient, since they’ll be thinking about you during the experience.
If you manage a team, another option is to organize a group outing, such as a holiday lunch or dinner, or an activity like ice skating or an improv class. While you’ll want to be inclusive in whatever activity you organize, it should be optional to participate, so no one feels pressured to attend.
5. Have fun — but keep it clean.
Everyone loves a good laugh. A whimsical but useful gift can be both fun and funny — gifts such as a mug that says “You’re on Mute” or a notebook that says “List of Things I Won’t Get To” allow us to laugh at ourselves while giving us something we’ll actually use.
However, you want to stay far away from anything that might be perceived as too edgy, crass, vulgar, or offensive in any way. Again, you don’t want to risk making anyone uncomfortable or violating any boundaries. “Save the gag gifts for friends and family,” Schey advises.
6. Think carefully before you give alcohol or food.
While perishable items are generally acceptable from a compliance standpoint, and can be good to share amongst several people, unless you know that the recipient consumes the specific items you’re sending (like my French pastries), this can be a bit of a minefield if the recipient has dietary restrictions, problems with alcohol addiction, or religious constraints.
“Do a little digging before you gift food items,” Shey advises. “If you are unsure, try something prepackaged. If it’s not for them, they can share with family and friends.” When in doubt, you can ask directly if they drink wine or have any dietary restrictions, or give a gift card to let them choose something that works for them.
7. Share knowledge.
We all love to learn and grow. You might consider gifting a colleague a business magazine subscription or a gift card to an audio or brick-and-mortar bookstore. Or you could buy them a book on a specific topic of interest, whether it’s written by an author they like or from a genre they are drawn to, such as biography, business, or history.
8. Think outside the (gift) box.
You don’t need to spend money or give a material gift to give something thoughtful and bring a smile to your colleague’s face. Consider writing a hand-written note of appreciation. Christopher Littlefield, an expert in employee appreciation and the founder of Beyond Thank You, shares: “One of the most meaningful gifts you can give another colleague is a handwritten note letting them know you appreciate them. This is an opportunity to let the person feel acknowledged and highlight what you enjoy most about working with them.”
Littlefield recommends that you may start your message with a line like, “As we get to the end of the year, I just wanted to let you know I really appreciate ____ about you.” Share a specific characteristic, something they did well, and how it impacted you in a positive way. He added, “Gifts will often be forgotten.”
Giving gifts to your coworkers during the holidays need not cause you a lot of stress, break the bank, or even cost any money. By following the guidelines above, you’ll increase your chances of bringing joy to your colleagues while showing appreciation and creating warmth and connection.
Rebecca Zucker is an executive coach and a founding partner at Next Step Partners, a leadership development firm. Her clients have included Amazon, Clorox, Morrison Foerster, Norwest Venture Partners, The James Irvine Foundation, and high-growth technology companies like DocuSign and Dropbox. You can follow her on Twitter: @rszucker
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