Tag: health coaching

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Update Schedule for Work | How Often to Update

Good Jpg to send to co-workers. Send the boss a work related image from your files. Presentation deck image.

Checking in with Your Boss

  • Frequency: Weekly or Bi-weekly using an email Format.
  • The Strategy: Instead of asking “What do you need from me?”, send a “Wednesday update via email. Briefly list projects, benchmarks and pain points you are having. This proactively answers some questions and keeps them up to date for their meetings and management duties.

Checking in with Colleagues/Peers

This is about coordinating and completing goals.

  • Frequency: Daily or every few days
  • The Format: Project management tools .
  • The Strategy: Use specific texts like, “Hi! I’m planning to start my portion of the report on Thursday—are we still on track to have the data by Wednesday afternoon?” This gives them a deadline and a reason for your inquiry.

Checking in with Other Departments

This is about milestones. Since you don’t work with them directly, you want to be mindful of their internal deadlines.

  • Frequency: Once a month or at specific Project Milestones where they may need data for Kudos.
  • The Format: Email or a designated intranet communication channel.
  • The Strategy: The “Early Warning” system. Ask for updates before you need the information. If you need something by Friday, give them a week. This accounts for their busy schedules and prevents you from being frantic at the last minute looking for data.

Summary Checklist for Workplace Updates

StakeholderRecommended FrequencyBest ChannelTone Tip
BossWeeklyEmail UpdateProactive & Concise
PeersEvery 2–3 daysIntra-office CommunicationCollaboration-focused
DepartmentsMonthly / MilestoneEmailDirect & Deadline-driven
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Making a Binder for Work Focused on You Being Away

Create an “I’m Away from My Desk” Binder. You can use this Jpg.

What to include:

An “Out of Office Bible” is the greatest gift you can leave your colleagues. If it’s thorough, they won’t feel the need to try and “find” you on the trail, and you won’t spend your first week of hiking wondering if the office is on fire.

Since you’ll be gone for 90 days, this binder needs to be a standalone manual. Here is exactly what to include:

Binder Section 1: The “Big Picture” Calendar

This is a high-level visual of the time you are gone.

  • Key Deadlines: Highlight anything due in your absence (reports, tax filings, project launches).
  • Recurring Meetings: List the ones you usually lead and who is covering them.
  • Your Return Date: Mark your “Soft Return” (catch-up days) and “Hard Return” (ready for meetings).

Binder Section 2: The “Who’s Who” (The Handover Map)

Create a simple table so colleagues know exactly who is the “New Emmy” for specific topics.

  • Topic A: [Colleague Name] — e.g., “Invoicing and Billing”
  • Topic B: [Colleague Name] — e.g., “Client X Relationship”
  • Topic C: [Colleague Name] — e.g., “Social Media Posting”

Binder Section 3: Project Status Sheets

Dedicate one page to each active project. Use a Stoplight Status system:

  • Green: Running smoothly; just needs monitoring while I’m away
  • Yellow: Action required by [Date]. I won’t be here to work on this.
  • Red: Needs immediate attention or has a major bottleneck. Extension applied for just in case.
  • Next Steps: “The very next thing that needs to happen for this project is…”
  • No extra digital files available. Check my work file for documents.

Section 4: The “How-To” Vault (SOPs)

Don’t assume people know your “invisible” tasks. Include Standard Operating Procedures (SOPs) for:

  • Logins: Where to find group passwords (use a company vault like LastPass if possible).
  • Software: Any niche tools only you use or available on your work computer.
  • The “Workarounds”: “If the printer jams this specific way, do this…” or “This client prefers phone calls over emails.”

Section 5: External Contact Directory

A list of vendors, clients, and partners you interact with that will talk to other people.

  • Name & Company
  • Email & Phone
  • Context: “They usually call on Tuesdays for the weekly update.”

Section 6: The “Break Glass in Case of Emergency” Page

Define what an actual emergency is.

Example: “If a client cancels a contract, call my supervisor [Name]. If the building is physically flooding, call [Maintenance]. Do NOT attempt to contact me on vacation except through the police department. [Specific Dire Scenario].”

Pro-Tips for the Binder

  • Digital & Physical: Keep a physical binder on your desk, but email a PDF version to your team members and boss so they can search for keywords.
  • The “Table of Contents”: Make it the first page so they don’t have to hunt.
  • Post-it Notes: If you have physical files on your desk they might need, flag them with Post-its or leave them with an admin on her desk.
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Calendar Update | Giving a Heads Up at Work | Example: Trefuly is Hiking for the Summer

Upcoming Calendar Note: Temporary Hiatus for the Summer

I’m writing to share a quick update regarding my schedule. I will be taking a leave of absence for the Summer to work on my goal to finish the AT Trail. During this time, my usual updates will be on hold. I look forward to reconnecting with you all when I return in September. This is a thirty day notice.

During my hike, my work is focused on planning for the September through Thanksgiving Detox which I will blog you through. After Thanksgiving, we start the prep for Christmas and New Years celebrations.

Don’t forget to write your vacation notice for your emails at work and on your personal email.

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Employee or Co-worker Sorry Apology without using the Word Sorry | Easter Prep | Lent Prep |

The goal is towards a productive outcome. The following templates focus on accountability and remediation.

The Employee / Co-Worker Template:

“I realize that [Specific Action/Mistake] has caused [Impact on You/Project]. To resolve this, I am [Immediate Action Step] and will have it to you by [Time/Date].”

Name of Person / Date/Issue Topic

How to Pair Your Responses with Their Apologies

If the Employee Says…You can respond with…
“I realize missing the 9 AM deadline delayed your review and I’m working to resolve my scheduling conflict.“Thanks for acknowledging the delay. Since we’re on a deadline, I’ll look for the update by the time you specified and if you need assistance with your scheduling conflict, please let me know.”
“I see the error in the spreadsheet; it’s made the data look inconsistent.”“I appreciate you catching the data error. Now that we’re back on track, let’s focus on adding that to your role.”
“I’m adjusting my process to ensure this oversight doesn’t happen again.”“I appreciate you changing your work method. Could we briefly walk through what caused the slip-up and the change in process?”
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Observe for KUDOS Moments at Work |

Integrating KUDOS into your workday is a fantastic way to build healthy working relationships and healthier work habits. Here is how you can weave KUDOS into your daily routine:

Morning: Knowing & Understanding Your Work Day

Start your day by getting yourself ready before the chaos begins.

  • Self-Check: Take twenty minutes to identify your current emotional state at work, your top priorities for the day and make sure you have everything to complete your daily goals. Ask yourself, “who do I need to interact with today?”
  • Active Empathy: Before your first meeting or social interaction, remind yourself that everyone you encounter has their own goals you may be able to help. Make sure you know how they are helping or working with you on your goals for the day or in your projects.

Mid-Day: Doing & Openness

This is the “action” phase where you engage with people at work.

  • Action: Do your work and make sure your colleagues know when they can interrupt. Break one large goal into a day goal task and finish it before lunch. Let people email you if they have a question and respond to them after you finish your morning goal. Thank them for working with you by sending an email (Kudos file the email).
  • The Feedback Loop: When someone offers a suggestion or a critique during your breaks or through email, read the email a few times before responding. Keep your response in active reading mode or listening mode.

End of Day Solidarity & Recognition

Wrap up your day by connecting with other teammates, emailing or sharing in a conversation updates or Kudos of appreciation.

  • Express Gratitude: Send one quick text or email to a friend or colleague acknowledging something specific they did well during the day or sharing information that might help their goals.
  • Daily Review: Before leaving your desk, review what you accomplished that day, what you would like to accomplish tomorrow and what your schedule is tomorrow. Check to see where you may need to interact with your colleagues.

Quick Reference Table: The KUDOS Daily Anchor

PrincipleDaily ApplicationSmall Habit to Start
KnowingSelf-awarenessMorning journaling (3 bullets).
UnderstandingEmpathy for othersPause 3 seconds before responding.
DoingConsistent actionThe “Eat the Frog” technique.
LearningIntellectual GrowthLearn a new fact that will help your work.
SolidarityCommunity supportGive a genuine compliment to your co-workers.

Day Goal Suggestion

Incorporate a Knowledge Drop into your day: When someone explains a complex concept clearly or shares a resource that saves everyone time. Make the knowledge drop helpful to your work and projects and something in the news.

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Additional Information for KUDOS File

3 Quick Items for Evaluation of Colleagues

Item TypeWhat to DocumentWhy HR Loves It
Peer PraiseUnsolicited emails or Slack pings thanking you for help.Shows you are a culture-builder and team player.
Problem/Solution“The problem was $X$, I did $Y$, and the result was $Z$.”Quantitative proof of your value-add.
UpskillingAny micro-credential or new tool you learned this month.Proves you are self-motivated and adaptable
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Kudos Folder for Work Compliments HR Appropriate

Templates and KUDOS folder for a Work Compliment to Use For Bonuses, Promotions, Picking Project Teams

1. THANK YOU! Co-worker on a Team

“Hey [Name], I just wanted to send a quick note to say thanks again for your help with [Project/Task] yesterday. You really helps us achieve our [benchmark/goal/deadline]. I’m lucky to have you on my team!”

2. The “Public Recognition” (For Slack or a Group Channel)

“Huge shout-out to [Name] for jumping in on [Task] today. Their contribution is going to make the rest of this week much smoother for everyone. Thanks for the assist!”

3. The “Direct & Professional” (For an Email)

“Hi [Name], I wanted to formally thank you for your support on [Project]. Your contribution was a key part of getting to the deadline on time / achieving our goal. I value the expertise you brought to the table and Look forward to our next project / opportunity to work together.”

Formatting Your Work KUDOS Folder or Gratitude Bank

When you save these notes, try adding tags to each one. In six months, you might want to remember who helped with what and may want to remember the exact impact each member had on the project when preparing a new project.

Example Entry:

  • Who: [Name]
  • What: Helped with the a Budget Pivot.
  • Impact: Saved me 4 hours of manual data entry.
  • Notes for KUDOS: “I was just looking back at the budget project and wanted to remember how much NAME’s assistance helped with the budget pivot. It made a huge difference and their work was excellent/valuable/appreciated
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Support a Colleague without Flirting | Lent Prep | Easter Prep

The goal when supporting a colleague is to be supportive rather than someone with a personal agenda. Here is a list of thoughtful, low-pressure ways to support your colleagues with thoughtful gestures that are not flirty:

The Public Praise Approach

Nothing says I respect your work like a professional validation. This is a high-impact way to support a colleague that stays strictly within the realm of business.

  • Give a shout-out in a meeting: Mention a colleague’s specific contribution to a project when leadership is present at a meeting.
  • Send a “Cc the Boss” email: When someone helps you out, send a thank-you email and copy their manager to let him know that you are working as a team.
  • Write a LinkedIn recommendation: Write a well-written endorsement of your colleagues skills is a massive professional gift.

The Utilitarian Approach

Focus on things that make your colleagues workday easier without requiring an emotional or personal response.

  • The “Refill” Rule: If you’re heading to the break room for coffee and see a colleague focused but not deeply focused, where you are interrupting, give a quick “Hey, I’m heading to the kitchen, want me another coffee?” Be helpful but brief.
  • Share relevant resources: If you find an article or tool that solves a problem they’ve been complaining about, Send it over with a simple: “I saw this and thought it might help with that [Project X] .”

The Inclusive Group Approach

To avoid any “one-on-one” awkwardness, focus on gestures that benefit the collective.

  • The “Community Break”: Bring something for the coffee break for the whole department to enjoy, a celebration cake for reaching a timeline marker removes the “this is just for you” vibe.
  • Meeting Hygiene: Take time to send out a brief summary or “action items” after a meeting that may not have ended with a clear resolution. Everyone appreciates the person who saves them from taking notes and helps them focus their energy on specific bullet points or points to clarify.

How to Keep it Professional

To ensure your intentions aren’t misread, keep these three rules in mind:

StrategyWhy it Works
Keep it PublicUse open channels to keep praise transparent.
Focus on Task, Not PersonCompliment the work (“That report was so clear”) rather than the person (“You’re so smart”).
The “Drive-By” MethodKeep interactions short. Deliver the help or the compliment, then immediately pivot back to your own desk.
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Trigger Development from the Past | Lent Prep | Easter Prep

At work, identifying triggers requires looking for operational frictions. By reframing your emotional reactions as data about your work environment, you can identify them without appearing weak or unable to hold your position.

The Work Trigger Review

Translate your emotional reactions into business language. This moves the focus from your feelings to your effectiveness at work.

If you feel:Reframe it as:Why this sounds “Strong”:
Micro-managed (Anxious/Annoyed)A need for AutonomyIt shows you value ownership and efficiency.
Ignored in meetings (Hurt/Invisible)A need for Contribution EquityIt shows you want to maximize your value to the team.
Last-minute changes (Panicked/Angry)A need for Predictability/ProcessIt shows you are focused on quality and planning.
Unclear feedback (Defensive/Confused)A need for Actionable ClarityIt shows you are growth-oriented and results-driven.

Use the “SCARF” Model

Developed by a neuroscientist, this model lists the five domains the brain treats as “survival” issues at work. If one of these is threatened, you will be triggered.

  • Status: Your relative importance to others.
  • Certainty: Your ability to predict the future.
  • Autonomy: Your sense of control over events.
  • Relatedness: Your sense of safety with others (friend vs. foe).
  • Fairness: The perception of fair exchanges between people.

Setting “Proactive Boundaries”

Identifying a trigger allows you to solve the problem before the emotion hits. This makes you look like a high-performer who manages their own workflow.

  • Trigger: Being put on the spot for answers.
    • Professional Solution: “I want to give you the most accurate data. Can we add an ‘Updates’ section to the agenda so I can prepare my notes in advance?”
  • Trigger: Vague, “can we chat?” messages.
    • Professional Solution: “I’m in deep-work mode right now. Could you send over a quick agenda so I can make sure I have the right files ready when we talk?”

Managing the “Post-Trigger” Moment

If you do get triggered and feel a reaction coming on, use the “Consultant’s Pause.”

Instead of reacting emotionally, say: “That’s an interesting. I will be right back to continue our conversation.” This doesn’t look weak—it looks deliberate and composed. If you are unable to leave. Take a pause and look for data. or write down what was said and make sure that you have the information down accurately.”