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FROM THE EDITOR The first ever Marathon to be held in the city of Nicosia took place on the 10th October 2010. The organisation of the first Marathon in the city of Nicosia has, according to the Organisational Committee, established the event not just as a mere sporting event but as an event all our fellow citizens can participate in and demonstrate their social cohesion and love IMPETUS towards Cyprus and its capital, Nicosia. Furthermore VOLUME 2 - ISSUE 29 - WINTER 2010 the event coincides historically with the celebration of the 2500th anniversary of the Battle of Marathon (490BC), and the declaration of 2010 as a year for the worldwide celebration of the Marathon movement. NEWSLETTER COMMITTEE: It is very important to take part and support the charity events like the Coordinator: Evie Christodoulou 1000m Charity Run. The citizens of Nicosia and some of the EUMA Members: Nadja Phasoulli members, embraced this great effort and participated in large numbers Julie Euripidou alongside the Greek and foreign athletes during the first Nicosia Marathon. The slogan used by the ancient Greeks in the first Olympic games of NATIONAL BOARD: “Citius, Altious, Fortious” (meaning “Faster, Higher, Stronger”) springs to mind! These words encouraged the athletes in those days to surpass National Chairman: Agnes Ioannou Zavertha themselves in a spirit of sportsmanship. This slogan can also inspire us in National Treasurer: Angela Shekersavva modern times in our everyday lives both during our profession careers and National PRO: Vacant our leisure time spent with our families. The Marathon was a great success and the organisers hope that this will OUR ADDRESS: become the largest annual sporting and European Management Assistants - Cyprus cultural event in the Cyprus calendar from now on. I hope we all support these kind of P.O. Box 28775 events. CY-2082 NICOSIA - CYPRUS Enjoy reading the magazine and we look forward to receiving your articles and ideas on Our website: www.euma.org / www.euma-cyprus.org.cy what should be included in YOUR magazine. Evie Our e-mail: [email protected] Christodoulou

Graphic Designer: Meligraph Ltd, Tel. 22383375 CONTENTS: Printer: Kailas, Tel. 22819800 Message from the Editor ...... 3 Events in Cyprus Your contributions to our next edition (Summer 2011) can - From the National Chairman ...... 4 be sent the latest by 25 January 2011, to: Elena Costa, [email protected] - Secretary’s Day Event ...... 4 Note: All articles are subject to editing - EUMA Cyprus 1st Conference Day ...... 4 - Annual General Meeting ...... 5 Events in Europe - 2010 European Training Day ...... 6 - Spring Council & Training Day Dinner … ...... 8 THE AIMS OF THE ASSOCIATION: New members Incentive Scheme ...... 8 To be the recognised voice of the management assistants profession in Europe: EUMA Calendar ...... 8 Members Corner ...... 9 by forming a network of highly competent management assistants able to advise on professional development; Interview Corner ...... 10 by providing a forum for management assistants, employers and educators to promote an understanding of the training, Technology Update ...... 11 experience and career opportunities necessary for the Articles: development of its members; by creating an image of the management assistant as an essential - Go Green in your workplace ...... 12 element of the management team. - Suomenlinna – A Sea Fortress ...... 13 The Association also aims to provide opportunities for the promotion of European cross-cultural relationships and - Rodent Experience… ...... 14 professional understanding through the exchange of ideas and - Problem Solving ...... 14 practices, by assisting members who wish to work in other European countries represented in the Association, and by holding - Basic negotiation Tips ...... 15 international meetings of a professional and cultural nature. - Exorcise blame in your company ...... 16 To accomplish these aims the Association will encourage the - Recycling top tips ...... 17 setting up of European Management Assistants' groups in all European countries. Books ...... 18 Websites ...... 18 Impetus 29-2:27_ISSUE.qxd 29/10/2009 9:33 Page 4

EVENTS IN CYPRUS FROM THE NATIONAL CHAIRMAN Dear Members, and strategies which will lead to the concentrate on yourself and on your fulfilment of these. targets. No need to be competitive. Remember that each one of us is Summer holidays Throughout this new tragectory you must not forget the health of body, soul unique. What we can do to succeed is are over and to act by giving our full potential here we are and mind as this must be our primary concern. We need to follow healthy towards our targets in an ethical and again, back in professional way. our offices with diet, exercise our body well and protect new targets and and keep our soul clear in order for our Good hopes for self mind to focus on our targets. Our luck. and family psychology must also be high. Bad development. thoughts and actions against other people always turn against us. It is time to make a new start. Be Needless to say that this takes thankful for what you have achieved so unnecessarily much of our precious Agnes Ioannou Zavertha far. Think positively for your future time. Behave well to yourself and to desires and put forward your new plans others. Smile to life, be positive, and University of Cyprus

SECRETARY ’S DAY EVENT Nicosia, 29 April 2010 Secretary’s Day was celebrated on Wednesday 28th April, some also brought their spouses and friends with them! 2010 at “Amigo Restaurant and Bar” at Mondo Complex in We all continued the night socializing and chatting in a Makarios Avenue in Nicosia. friendly and relaxed atmosphere. Upon arrival we were all offered a free drink and each Many thanks are due to Evie Christodoulou and the member received a bracelet as a small gift from the members of the Committee which was set up specifically Association. The event continued with a short speech for the organization of this event. Also, many thanks go given by our National Chairman, Agnes Ioannou Zavertha, out to our members for coming along and contributing to followed by a fantastic meal consisting of a variety of tasty making the event a memorable experience for all of us. Mexican dishes. Angela Shekersavva A large number of EUMA members attended the event and University of Cyprus

EUMA C YPRUS 1ST CONFERENCE DAY - THE POSITIVE APPROACH TO COMMUNICATION AND THE POWER OF THOUGHT Nicosia, 12 May 2009 EUMA, in the educational activities of this year, organized its first conference under the title: The positive approach to communication and the power of thought, on May 12, at Europa Hotel in Nicosia. Speakers at the conference talked about the importance of effective communication in the workplace, the magic of the Greek language, positive experiences in our lives and how they help us and many other interesting topics. First, Mr Panikos Hadjiloizou made a presentation about the correct communication in our times and how it is important in our working environment. Later, Michael Virardi took the floor. Michael talked about Dealing with the current economic crisis, Customer Care, positive experiences and made 26 simple suggestions on Sales and Values. how to differentiate yourself. He also gave us some Among other things, participants learned the importance of information from his book. We learnt that it is very using positive words and expressions, the power of what important to use positive words or expressions in your the author calls “Perception Questions” and the every day life or in your work environment. importance of values, both in professional and in personal In his presentation, Michael delivered examples from four life. of the six chapters contained in his book. The selected Michalis mentioned that his friend Andreas suggested that chapters included:

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since he would be in a conference with 40 ladies he should take them flowers! So each lady received a nice bouquet! The quality of life today is an extremely important issue both at individual and at societal level. It is indeed true that we all have some ideas that function as resources as well as limitations. Our beliefs seem to shape, influence or even determine our behavior, our health, our relationships, our jobs and even our happiness! The participants found out that the way we think and feel about ourselves is nothing irreversible or something that can not be formed. After lunch, Aleen Andreou and Bianca Allery made a lively presentation on how we can create connections with people and network appropriately, something which will be helpful for us! It is very important to spend time on professional profile in all the social media we may use like networking and on the relationships we gain from it. Facebook or Twitter. They also showed us that it is important to keep a Michalis Constantinou made a very different presentation. He spoke about the magic of the Greek Language! He explained to us that the Greek language and the Greek alphabet have their importance in the way we communicate and we speak. Last but not least, Liana Toumazou from Performa Consulting, with her passion and lively character, gave us a lively presentation about what we like in our work environment and what we don’t. She helped us understand what we like, what makes us angry in our work and how to find the solution so that we can be happy! Overall, the Conference was a success and all the participants left very happy, looking forward to the next one! Evie Christodoulou Tofarco Ltd

ANNUAL GENERAL MEETING Nicosia, 12 June 2010 The 21st Annual General Meeting of EUMA Cyprus, Shekersavva, presented the 2009 accounts and the chaired by Ms Kate Lewis, took place on 12 of June 2010 budget for 2010 which were approved. at the University of Cyprus which kindly sponsored the The PRO vacancy is vacant since none of the members event once again. applied for the position. Although few members attended the meeting the national Ms Agnes Ioannou Zavertha presented her report on the chairman, Ms Agne Ioannou Zavertha briefed the Spring Council Meeting held in Helsinki and the reports members on the challenges which the Association is by the NPRO & NT which were sent directly to members facing and the achievements of the past year. due to lack of time. The National Public Relation Officer, Ms Evie The AGM was closed with a presentation of a gift to Evie Christodoulou, briefed the members on the visibility the Christodoulou, thanking her for her services over the past Association received during the past year and she also years. presented the results from the 1st EUMA Cyprus Conference which were Excellent! Evie Christodoulou Tofarco Ltd After that, the National Treasurer, Ms Angela

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2010 E UROPEAN TRAINING DAY Helsinki, 17 April 2010

Emotional Intelligence & Magnificent Life He asked us all to stand up and greet as many people as we could with a tender and dynamic gesture – everyone was Professor Esa Saarinen was delighted to accept EUMA laughing and greeting each other with ‘high fives’ and hugs. Finland’s last minute invitation to present to the 120 As I was seated on the front row I decided to ‘greet’ Prof Esa Assistants who managed to get to Helsinki despite the myself with a huge hug to everyone’s surprise and laughter! Icelandic Ash Cloud. Many members arrived just before the eruption occurred and were very happy to have made it just Key Themes for the day were: in time. Approximately 60 members were unable to attend 1. Micro-behaviours the conference because of the ash cloud, including our scheduled trainers from Milan who could not make it to 2. Leverage Helsinki. 3. The bigger picture The EUMA Finland Committee worked extremely hard with 4. Attunement professionalism and calmness to make sure that the conference went ahead as smoothly as possible and they all 5. The non-obvious did an exceptionally excellent job despite the difficult 6. The expectation horizon circumstances and our sincere thanks go to them all. 7. Attitude They managed to secure the services of Prof. Esa Saarinen who is well known and is a well sought after 1. Micro-behaviours Professor. He continued to say that as we live every day at work and Esa Saarinen (born July 27, 1953 at home, as human beings, we do not use everything that Finland) is a Finnish philosopher who we are and we put some parts of us aside and forget is currently professor of applied them. Every day we have tasks to do and we should philosophy at Aalto University and co- look at our bosses with encouragement in our eyes. director of the Systems Intelligence When you look at someone else you do not know you Research Group. will hold that encouraging look back. Sometimes that part of us is relevant and we should use it more, ie we do Esa completed his Ph.D degree in not necessarily make use of the abilities that we already 1978 at the University of Helsinki. He have. Prof Esa suggested that we could equally well look has an extrovert public persona and became known as the into anyone’s eyes with encouragement. This small thing ‘punk doctor’. His persona is reflected in his lectures and he could have a leverage of major proportions. draws large audiences to his lectures at Helsinki University of Technology year after year. We certainly saw his extrovert 2. Leverage (multiplied impact) dress sense in our training day as he wore a leopard skin “Today”, Prof Esa stated, “we hope for leverage – there jacket and matching tie with black baggy pants, but will be something that triggers us and that we can use – somehow it really suited him and it felt good to listen to a that has leverage. Professor dressed this way. 3. The bigger picture Esa is also a business coach for Finnish companies and organisations, promoting a doctrine of self actualisation. Esa It is stereotypical to say women are this … and men are is a frequent guest on Finnish talk shows. He is married to that …. but quite often it is the case! Prof Esa said in his Pipsa Pallasvesa and has twin boys, Jerome and Oliver, born home, Pipsa (his ‘special lady’) says “call me the queen in 1989. Esa referred many times to “the special lady in his in the home – we have democracy – everyone can vote life” – his wife Pipsa-which was quite endearing. but it’s only when I vote it can happen!” Prof Esa (as I have decided to call him and I’m sure he We have the ability to think of options which gives us the wouldn’t mind) started by telling his audience that throughout possibility of a breakthrough. We may think we have a the day we should create a platform for inspiration and that ‘ceiling’ of how our life is but we do have the possibility of would reconnect us with things we already know but for a breakthrough and small things can lead to bigger some reason don’t connect with. things. Everything he said was intended as a suggestion and he We should allow ourselves to ‘upscale’ (continuous used examples to bring his words to life and so that we could learning) – WHY NOT? Offer yourself possibilities. associate in our minds with our own similar examples. 4. Attunement (relating to) Prof Esa talked about “Taking our thinking by surprise” – he You have the possibility to upscale and attune slightly said if he asked us something we would have to come up differently – you may attune to people, eg when you meet with a clever answer so he said there would be no sudden the person in the corridor, why not greet them with questions but the day will be dynamic with a positive encouragement in your eyes! outcome.

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5. The non-obvious teach a young lady to do the Tango. She was firstly afraid of dancing with him as she had never done it and was afraid of If you continue like you have been then no making a mistake in front of people but he persuaded her. breakthroughs are likely. You should open your eyes for She danced well and she loved it – just like in life – we need the non-obvious – maybe something will pop up! to get out of our comfort zones and have stretched goals and 6. The expectation horizon learn more – it is uplifting, satisfying and motivating. Common informed life experiences play a highly We could say, why should we take the risk we, are significant role to determine what’s going to happen to comfortable where we are now and with what we already us, thereby giving a tremendous leverage to yourself. have, however, for human growth we have to ‘open up the 7. Attitude ceiling’. The steps we take are probably highly emotional. We need to use our emotions more intelligently than we do If you are interested in emotional intelligence, understand now so they don’t go against you. the above key themes and ideas to understand what is happening in someone’s life. With all this in mind we have the ability to ‘be present’ but we don’t always make use of this to the full extent. Being present is to take the now and to take it seriously. Prof Esa showed a DVD clip of Placido Domingo and his conductor. The conductor was urging Placido on to sing his heart out and encouraging him with his eyes showing him he was by his side to help him. First of all he was in the moment with his eyes half shut and then he looked at Placido intently and Placido was looking at the conductor for support Like in the film, Al Pacino offered free training to learn to and encouragement. If you have children you do this when Tango – when opportunities are offered then take them! they are performing in school plays – you turn up to support your child and will them to do it right and well. You went to People tend to be emotionally attached and we need to “be by their side”. You can use this in life and work. It is create the right behaviour, possibilities for people around us phenomenal when things click and people work together. as small changes bring major effects. a) Be present Prof Esa recommended the work of Dr Marcial Francisco Losada who is the founder and executive director of Meta b) By your side Learning, a consulting organization that specialises in c) And you get a magical uplift developing high performance teams. Prof Esa stated that we should be interested in exploring life from the angle of the As an assistant you can “be by your boss’s side” use other person. We need to understand the whole not just the encouraging eyes and manage to create the kind of influence perspective of ourselves. to help and support your boss. Prof Esa stated that the PA is the shining light in every Prof Esa stated that not all assistants see this connection – company and we should have the right attitude and maintain they block their view and consider it far-fetched from their the right attitude to open up possibilities. When we have point of view and then there is no breakthrough of the positive thinking eventually we get to the right place and understanding of themselves. reach our goals. We will give a better performance and enjoy Attitude also involves acceptance and forgiveness – Prof Esa work more. We have a conscious choice to make, so make, urges us not to look at the past but to look towards the future sure you make the right choice. This will not happen – create something better and together. Prof Esa reiterated automatically, it takes positive intention and hard work. that something small can eventually make all the difference. When praising someone just say “Good job” (keep the He suggested that we understand ourselves and what our momentum going don’t say anything more like “but you ‘negative buttons’ and ‘positive buttons’ are. We should could improve on” …. or “and if you did this it could be better understand what makes us who we are and what our beliefs ….”) just leave it at “Good job”. People resonate with this – it are. We should also learn what the positive and negative is simple but true. buttons of our bosses are. They may be different to ours as people are all different to each other. Praise can hit the right Think about the small things that you can do to benefit your button and as an example he said Pipsa asked him to drive boss(es). her somewhere and when they got there he did a perfect Be empathetic and be interested in others – don’t hold back. parking between two cars and she praised his driving and The best version of us does not always show through – so parking abilities – this made him feel good and gave him an make it happen so people have the best perspective of you. uplift and he no longer minded driving her. You can see when you hit the positive button by watching people’s faces When you look to the past that’s just the way it is, so look to and you can see the uplift you created within them. the future where you have a choice – make the right choices using your emotional intelligence and have a successful The fear factor – afraid of making mistakes! career and life. Prof Esa showed a clip from the file with Al Pacino called Sue France “Scent of Norma” where Al Pacino was blind but offered to UK Chairman

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SPRING COUNCIL AND TRAINING DAY DINNER Helsinki, 16 April 2010 The conference dinner was celebrated at the Restaurant G18 located a few minutes from the hotel. The restaurant was formerly a school and was recently renovated. The Grand Ballroom is nearly 10m high and has beautiful details in harmonious colours – pillars, French balconies, roof and wall panels.

potatoes and it was delicious. Under our table we all had a number and at some point ladies from the organizational team held a raffle with the help of one of the few men we had in the room, Mr. Takis Kotsapas. I was one of the lucky winners and won a handcrafted ball from recycled silver! Thanks Mr Takis! The most enjoyable thing at the dinner was the orchestra trio that played for us, as well as the waiter and the waitress that suddenly started singing as they were serving the guests and then changed into evening dress and performed some opera songs. It has a spacious lobby areas in two floors adjacent to It was a memorable evening! the Ballroom where we had a welcome drink. Evie Christodoulou The tables were named after a famous composer from Tofarco Ltd Finland. The menu was amazing! We had salad with reindeer mousse, the main course was beef and

New Members Incentive Scheme One of the main objectives of our Strategy at European Level is to increase our overall Membership figure, so we would like to invite each one of you to introduce to us new members who will eventually be eligible and accepted as members (Associate, Full, Individual Affiliate or Corporate). There is a special section on the form where the applicant should indicate the name of the member who recommended her. There will of course be a reward as follows:

From every 1 member introduced & accepted - 20% Discount on your 2011 Memb. Fees From every 2 members introduced & accepted - 30% Discount on your 2011 Memb. Fees From every 3 members introduced & accepted - 40% Discount on your 2011 Memb. Fees From every 4 members introduced & accepted - 50% Discount on your 2011 Memb. Fees

We rely on your support in making our Association ever stronger and more visible! Application form can be send to you upon request from any of the Board members.

EUMA C ALENDAR

LUXEMBOURG, Luxembourg: Zurich, Switzerland: EUMA Spring Council, 1 April 2011 EUMA Autumn Council, 6 October 2011 14th EUMA Training Day, 2 April 2011 37th EUMA Annual Conference, 7 October 2011 EUMA AGM, 8 October 2011

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MEMBERS’ CORNER

Elena Costa

I was born in 1974 in Lakatamia, Nicosia, where I live with my husband Aristos Aristodemou and our 4 year old daughter Artemis. I graduated from the Grammar School, Secretarial Section in 1991 and continued my studies at the Cyprus College where I obtained the Diploma (1992) and Associate (1993) in Office Administration and thereafter at Highbury College, UK where I obtained the LCCI PESD (Private and Executive Secretary’s Diploma). My first job was a summer job in 1993, just before continuing my studies in England, at a Solicitor’s office, namely, Andreas Hadjisergis where I was conducting general secretarial duties. In 1994 I was employed by Merck Sharp & Dohme (Middle East) as a Secretary and my duties were mainly administrative work for the Medical Director, Healthcare Policy Manager and Training Manager. In 1995 I acquired a job as a Personal Assistant to the Managing Director at Ferreos Ltd. In 1996 – 1998 I worked for Photos Photiades Group of Companies as a Private Assistant and was conducting administrative work for the Purchasing Manager. End of 1998 and to now I work as an Executive Assistant at the Lellos P Demetriades Law Office LLC whereby I am the Personal Assistant of Mr Achilleas Demetriades, Senior Partner of the firm. Through the above jobs I gained extensive experience in the coordination, planning and support of daily operational and administrative functions and love to share them with all of you. I look forward, through the association, to learn how I can possibly manage my time; it seems that there is never enough!

Artemis Kasapi

ARTEMIS KASAPI - "Always with a Smile" / ARTKAS EVENT CO-ORDINATION CYPRUS LTD Artemis was born in Famagusta, and just after the Turkish invasion in 1974, moved to London with her family. She grew-up in London and completed her studies in Secretarial Studies & Business Administration. She enjoyed the first years of her career, working in London in the Travel Industry and for a dynamic Greek Shipping Company. Her first years as a working girl were extremely challenging giving her all the tools and professional experience for her next big career move from her secretarial role into a more specialised role in Human Resource Management. This career move proved very rewarding, so much that, when in 1996 she decided to return back to Cyprus, she was employed by PwC, Arthur Anderson, Hyperion Systems Engineering Ltd and Tsiakkastel Office Line Ltd in the role of Human Resource & Training Officer. Artemis became a EUMA member in 1997 and since joining her Association, she served in the Social & Education Committee, as well as The National Treasurer of Cyprus between 2005-2007. Unfortunately due to health problems Artemis had to step down from her post within the first 2 years of office, but continued to offer her services to the Association whilst in London for her medical treatment where she remained until 2009. Now back in Cyprus and well enough to resume her career, in February 2010 a lifelong dream became a reality and ARTKAS EVENT CO-ORDINATION CYPRUS LTD was born. The ARTKAS concept is of a ONE STOP COMPANY, offering outsourcing low cost services and solutions in Event Management, Wedding Planning, HR, Recruitment, Training, and Secretarial services! www.eventcoordination-cyprus.com Artemis supports Cancer Research UK in London, and The Cyprus Association of Cancer Patients & Friends, by organising fund raising events and as a volunteer supporting cancer patients. Her own experience has made her an entrepreneur encouraging woman to have early check-ups and to continue to be “Positive & Always with a Smile” during the difficult time of treatment.

Members News : New EUMA Members for 2010 are: Androula Papamichael, Elena Christoforou, Georgia Agrotou, Melina Philliastides, Nadja Phasoulli Elena Costa, Lellos P Demetriades Law Office LLC and Anastasia Christodoulou, Lumiere TV Public Company Ltd Members that left the association are: also Eleni Georgiou, Cyprus College, Angelika Metaxa, Lenia Christodoulides - Leptos Group of Companies, Cyprus College and Maria Vassiliadou, Cyprus College Evangelia Gavrielidou - Hellenic Bank Public Co Ltd, Nasia The following members were upgraded from associate to Pelayia - Marfin Popular Bank Public Ltd, Pamela Bradley full: Voskeritchian - KD Branch Office Limassol, Anastasia Georgiou - PeopleAchieve, Sotia Papapetrou - Cyprus Marina Kokkolis, Georgia Nicolaidou, M.D. Heracleous, College & Marina Soteriou - Cyprus College

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INTERVIEW CORNER

ADAM FIDLER - National Public Relations Officer UK 1. Could you explain your career and your job? Members about what EUMA does in the UK. It’s always hard to I am currently the Executive Assistant to the find the time, but I have made so many new friends Principal/Chief Executive of a large sixth form college and colleagues through EUMA, and developed as a in the North West of England. We have around person, that it’s well worth the effort. 6,000 full time students and around 5,000 part- 4. How has being a member of EUMA helped you? time/adult students – so we are pretty big! My role, Overall, I think that you develop your confidence. I as I see it, is a true Executive Assistant role. I attended the EUMA event in Slovenia last year, and I provide executive support to the Principal, including was astounded to see 200+ PAs from all over assisting with the drafting of an annual strategic Europe in one room. Everyone was so friendly and plan, I have line management responsibility for supportive. When you belong to a network like administrative staff, I draft all correspondence from EUMA, you are never on your own and the training my boss, and I also attend meetings on his behalf. opportunities are endless. Often you have to decline I started my secretarial career when I was just 14. At an early training opportunities not because you don’t want to do them, but age, I learnt to type and write shorthand (stenography), so by the because you can’t fit them all in your diary! I am particularly time I was 16, I was a fully qualified secretary and I carried out a grateful to Sue France, our UK Chairman, who has encouraged lot of temporary work during college holidays. After graduating me in my role, and has supported me no end. EUMA, as a from University with a Business Studies degree, I worked for a collective body, is a true inspiration… well-known blue-chip organisation in the UK, and developed my 5. For anyone coming into the profession, what would be your role further. top tip? I have now worked as Board Level PA for ten years. I really enjoy My top tip would be “use your initiative”. You may not always get my job and my current role is probably the best I’ve ever had, in things right, but your boss will respect you more for having a go, terms of scope, responsibility and autonomy. I am treated as a or making a start on something, than you waiting for them to give manager and involved in key decision making. you permission. You’ll never get permission to do anything in this 2. How do you feel working in a female-dominated profession job; it’s for the PA to make things happen and do the best they I have to be honest, I don’t think about it that much! I am aware can. I learnt this tip from a PA friend of mine, and it’s something that in the UK, for instance, only 2% of secretaries/PAs are men, I’ve always remembered. Doing those small things also, such as but I’ve never come across any discrimination around being a typing up your boss’ handwritten notes, without being asked, or male PA. I am sure I have applied for roles previously and some tidying up after him – those are things you will never be asked to companies have thought “Oh, I don’t want a male PA” but as I’ve do, but a good PA will do them anyway as part and parcel of their tended to work for very large organisations, with strict HR job. And, don’t be too big for your boots and say you don’t make Policies, I’ve always been judged on my abilities and merits. If teas and coffees! I am always asking my boss if he wants a cup anything, I think being a man in a female dominated profession is of tea … he will often decline, but it’s the thought that counts, and advantageous! It means my CV stands out, and I think that male I have no issues with making anyone a drink! PAs are particularly well placed to work with a female Executive. 6. What is your favorite task as National Public Relations My only gripe around profession really is that the majority of the Officer? magazines, development opportunities and publicity around PAs I think my favorite task as the National PR Officer for EUMA UK is is all geared at women – naturally, as the bulk of readers and all the contact I have with people all around the world. I often members of any secretarial association are women, but email my PR Officer counterparts in Europe and I met some of institutions such as EUMA need to be careful not to assume that them for the first time at the Slovenia Conference last year. We all all PAs are female! I hope by me being in EUMA and on the have something in common – we are all striving to increase EUMA UK National Committee I have been able to change this! If members and create more awareness of EUMA in our respective we were an association of motor mechanics, the one or two countries. We can learn a lot from each other, and I feel female mechanics would the first to put their hand up and say privileged to be part of such a team. See you all in Brussels in “But I’m a women, so don’t address your conference with October ladies! ‘Gentlemen’!” so I now make a conscious effort to correct people when they presuppose that all secretaries are female. Having 7. What are your favorite leisure activities? said that, it doesn’t bother me too much; I sometimes mention it I try to wind down but I think that, naturally, I am a person who is just because I can! always on the go. So, after work I tend to insist to myself I sit still, 3. Who told you about EUMA and why did you decide to watch TV and enjoy a cup of tea. Or, I will make myself read a become a member? book. I am very disciplined but still have to force myself to relax or do nothing! I go to the gym 2-3 times a week, without fail, and I was a member of EUMA many years ago, when I worked as a this is something I would never give up. It de-stresses me and I secretarial recruitment consultant (the only time I’ve not worked always feel much better after I have finished a work out. Aside as a PA in my whole career!). I was very impressed then by from that, in my spare time, I enjoy dance music, theatre and I EUMA but I moved job a couple of times after leaving that role, have a hobby of collecting old telephones. I have over 250 old which meant I didn’t really commit to EUMA. When I took my telephones that I’ve collected over the years. If I had more time, I current role on, I felt I wanted to give something back to the would collect many more – but what with EUMA, work and my secretarial profession – so I contacted Sue France, our UK hobby, my life is pretty full at the moment! Chairman, and said I would like to take a leading role in the UK National Committee. Sue asked me to become the PR Officer for Evie Christodoulou the UK, and that was over a year ago now. I like the fact that I Tofarco Ltd have a specific role for the UK, but also sit on the National Committee which means I make decisions with other Committee

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TECHNOLOGY UPDATE

Take a Picture of Your Screen Google offers that you might want to check out now and in the future as they continue to develop: Everyone has had their computer go a little crazy on them. You know those boxes that pop up with messages like “imminent failure” and “contact your network Need a current event? Forget about the newspaper, use administrator.” Today's tip is about the quickest way to the internet like teenagers do to find stories that are only communicate those error messages to others who might minutes old. not believe what you’re saying. Just take a "screen shot" and email it to them. Here’s how it’s done: http://images.google.com/ Arguably the best image Simply press CTRL and Print Scrn/SysRq in the upper search engine in the world. Try finding a picture of right hand corner of your keyboard: something today.

http://www.google.com/products Looking to make a purchase. Shop and compare prices online first using Google's Product Search.

http://www.google.com/finance What to check the stock market, try this website for a quick overview. You have now taken a picture of your screen. Now you could open a blank email and paste it in by pressing http://maps.google.com/ Looking for an up to date map CTRL and the letter V at the same time. or satellite photo, check out these amazingly easy to (hint taking screen shots like this and then editing them manipulate maps and photos. in a simple program like Paint is how we make the directions in many of these Technology Tips) http://video.google.com/ Google has their own video search engine. Find an educational video on the internet that you can play for your class Just Googling Around The internet is big, really, really big, and if you want to http://books.google.com/ This is a great way to jump use it effectively you have to be familiar with search into some literature. Check out a book online, read engines. Google.com has become the search engine of some passages and find out where you can buy a copy choice for millions of internet users. There are others and if the past is any guide there will be a “better than Google” search engine some day, but for now Google seems to be the best. Part of the reason they are the best is that they keep developing new ways of looking at the internet. Below are a couple additional features that

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GO GREEN IN YOUR WORKPLACE

Going green. There are endless ways to create a greener printing your default. The same rules apply to your copier workplace - from using recycled products to installing as well. You should also use 100% post-consumer recycled doubled-paned windows for better insulation. The best way paper. to start is by taking small steps. Here are a few ideas you 4. Green your PC. Since we're talking about using can work with. computers to their maximum potential, we also need to 1. Green up your commute. Since your workday begins discuss how to make them more efficient and when you arrive, let's start with how you get there. The environmentally friendly. Start by putting computers on best-case scenario is to telecommute by working from "standby" or in "hibernation" mode when they haven't been home. Today's technology -- e.g., video conferencing, accessed for more than 10 minutes; turn them completely instant messaging and online seminars -- has made this a off when you're finished working for the day. When it's time reality. to replace older desktop computers, switch to a laptop for However, if your office can't be home-based and walking more efficiency. or biking is not an option, consider carpooling with two to Not only are they more portable, but they use 80% less three other like-minded people or using public energy. And when upgrading, take advantage of take-back transportation. Other alternatives are purchasing a hybrid programs for people who want to recycle their old or electric vehicle or switching from an eight-hour workday, computers. Some manufacturers, such as Sony (SNE) and five days a week to a 10-hour workday, four days a week. Dell (DELL), offer free shipping or trade-in credit toward This will cut your daily commute time by at least 20% and new purchases. give you longer weekends. 5. Can you see the light? Daylight is the best natural 2. Go digital. The greenest paper is no paper, and one of resource. However, natural lighting is not always adequate, the most effective ways to be more eco-friendly in your and energy-efficient light bulbs such as compact office is to reduce paper waste. Switch from a fax machine fluorescent bulbs or LEDs should replace incandescent to a fax modem to send and receive paperless documents. lighting for cost and energy savings. Just be sure to turn off Use electronic forms whenever possible, and email letters the lights when leaving the room. Croston recommends and documents to be read online rather than printed out. installing occupancy sensors or timers on lights so they Have staff members take their laptops to team meetings so automatically turn off when no one is around. they aren't printing reams of reports. 6. Get real. A silk tree may be easier to take care of, but a An added bonus: Storing files on your computer saves real one adds natural beauty to your surroundings while time, money and space. Just don't forget to backup, improving the quality of indoor air. This can be especially preferably to an off-site data system. You can also use important if you work in a newer building that is tightly compact flash drives to easily and efficiently transport and sealed to conserve energy. share documents. Not only are they more convenient than Older buildings and homes may also feature materials that CDs, but most have security features to protect sensitive produce harmful pollutants from synthetic carpeting and data. fabrics, plastic coated wallpaper or laminated countertops. 3. Read the green print. When printing is unavoidable, use One of the best natural defenses against these the draft mode on your printer and make double-sided contaminants is to make liberal use of live houseplants.

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7. Take a break. And when you do, toss the plastic wear habits in your marketing materials, both internally and and foam cups. Try to bring lunch from home in reusable externally. One of the simplest ways is to add a green tag containers or frequent restaurants that have green carryout line to emails that [says] something like: "Please think initiatives. green before printing this email" or "Bio-based for a Provide washable china and utensils in your lunchroom. healthier environment." This would also be an excellent time to get some coffee 10. Don't just think green; wear it. Another change you mugs with your company logo on them for visitors and can personally make is to have a green wardrobe. employees to use. Purchase clothing with organic fibers such as cotton, silk, 8. Perk up. Speaking of coffee, use fair-trade certified, wool or hemp, or fabric made from recycled materials. Who shade-grown coffee in reusable coffee filters. Not only is knew plastic soda bottles could look so good? organic coffee better for you, but the shade-grown beans Try to avoid clothing that requires dry cleaning, but if it help to protect biodiversity of the fragile ecosystems in the does, look for a green dry cleaner that uses a carcinogen- countries that grow it, while the reusable filters cut down on free process. Another recyclable fashion alternative is to waste. Please note that you have to be against using "go vintage" by visiting secondhand and thrift shops. nondairy creamers in coffee because they are loaded with Evie Christodoulou hydrogenated oils and other unhealthy products. Tofarco Ltd 9. Use green marketing tools. Promote your eco-friendly

SUOMENLINNA – A SEA FORTRESS The sea fortress that is built on islands just off the coast of Helsinki is a national monument and one of Finland’s cultural treasurers. It is one of the places you must go to see if you ever visit Finland! Construction began in the 1700s when Finland was part of the Kingdom of Sweden. The guns, still facing west on the ramparts at Kustaanmiekka, are a reminder of the period under Russian rule in the 1800s.

The original fortress, which has been restored with great expertise, is a popular attraction. The fortress is open to visitors every single day of the year. The crossing to the fortress begins from the market Square in the center of Helsinki. The main path on the islands will take you to settings of historical events, forts, ramparts, the fortress courtyard and the King’s Gate. It is possible to walk across the island from north to south on your own by following the path marked with blue signposts. Suomenlinna has been inscribed on the UNESCO World Heritage List to be preserved for future generations as an Today Suomenlinna is a city district with 900 residents. example of the European fortification architecture of its The military’s use of Suomenlinna came to an end over 30 time. Several significant stages of historical development years ago, but the characteristic features of the lively associated with the construction of fortresses and dry garrison town have remained as they were – the church, a docks can be seen on Suomenlinna. Suomenlinna is a shop and a school in the middle of the village, naval bastion fortress that has an irregular shape and is built on seamen in their uniforms and children playing. uneven terrain and on separate islands. Its historical The Governing Body of Suomenlinna, which comes under significant in the subsequent defense of the three the Ministry of Education, is responsible for restoration separate states – Sweden, Russian and Finland – gives work and the area’s maintenance and development. The the fortress its own special importance. fortress installations and garrison buildings have been restored to create homes, workshops for artists and Evie Christodoulou craftsmen, meeting and banqueting rooms, restaurants Tofarco Ltd and museums.

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RODENT EXPERIENCE …. The tranquility, the quiet and serene nocturnal silence of my more mature until they take that so serious decision. The isolation was violently ended the very early morning on only thing was that I did not really want to hear any more of Sunday the 15th August. “Ha! We have human visitors this human babble talk. I felt really bored and numb and again’ – I thought. Discussion and laughter went on for decided to go for a walk around my favourite Agios Eias some time, when I decided to sneak out of my nest and take gardens and breathe some fresh air. Protaras is so beautiful better look a the little gathering. That’s better, I could see at night and I wouldn’t waste my time listening to all this some attractive young ladies and, lucky me, I even heard rubbish that people give so much credit to. the lady of the house introducing all present to her sons. So, I left my nest hole and started climbing the wall to the “This is Ms. Koupepides” she said, “the PA to the governor terrace wherefrom I could take the fancy slide down to the of the Bank of Cyprus”. “ Wow, quite an important person, gardens. Then, all of a sudden, all hell broke loose and one she must be” and then “Elouisa, Yugo Arab Styliana, Londa lady jumped us and screamed terrified about something, Beach Hotel Limassol- I must visit that hotel one day, I have another joined her grasping her head hysterically and all heard so much about it – and then Elena Gregoriades shouted in despair, rushing into the living room. I was also accompanied by her husband who are both working with terrified of the screaming and shouting and I was ready to Cyprus Airways. “ All PA’s , “I don’t know what exactly that run into the living room as well, when I heard them say “It’s means, but it surely must be something major significance. a rat, it’s a huge rat”. It was also mentioned that they are all members of a …club? Or Association – meaningless words like OUPS or EAPS, I It was only then that I realized that they were all frightened of wasn’t completely sure, but in any case, I thought, humans me. I felt really sad, as I had no intention of harming them or have their own way of wasting their time. From emphasis cause them any horror. Why did they all panic, except from given to that so called EAPS Association, I understood that it the two men that were present, “the only sensible beings must be a very important one indeed. around” I thought. The discussion and laughter that went on was most “Phew! I’ve had enough of them all” Let them pull entertaining and yes, I felt I had a nice time too. And, themselves together and decide whether they should get on suddenly, the theme turned to be of major importance, as I with their discussion or go away and leave me alone. I was couldn’t tell from their tone of voice. Ah! Yes, it was very fed up with them, anyway. interesting to hear about how people get married, some too Liana Kontou young and the philosophy of others who prefer to become Taken from an old issue of Impetus

PROBLEM SOLVING Our life is full of problems arising out of to recommend and think about solutions nowhere. And in order to move forward in which can be taken into consideration. life and in our careers, we need to address Making a List of Solutions: Study all the issues in a proper manner. This is where aspects of the problem and try to list down problem solving steps are to be thought of. all solutions that can be used for getting rid Note that problem solving goes hand in of the problem. It is a good idea to be in hand with decision making, so you need to touch with your seniors, peers, and even be quick and precise with your decisions. It is one of the subordinates to obtain some solutions. See to it that the most important processes that is to be considered in all original issue fits in the framework of these solutions. areas of your life; be it at school when solving math sums or even at the workplace trying to suggest solutions for Assessment of the Solutions: Focus on each solution and complications related to the project. In the following, we are study the factors of the same. Understanding the advantages going to discuss about the basic problem solving steps for and disadvantages of every solution will help you to students and also at work. determine till what extent it may prove beneficial in the process. Rule out those which have less chances of success. Problem Solving Steps in Business Consultation and Implementing the Best Solution: With Identifying the Problem: When it comes to problem solving proper and professional consultation, choose the best in official projects, identifying what the issue is becomes very possible strategy that may work and put it into practice. You important. You need to understand the problem, before may take help from your team member and other well thinking and devising probable solutions. This is the very first experienced professionals in implementing plans, strategies, step that will make way for getting ideas about suitable and techniques of problem solving. solutions and strategies. This was some information on problem solving steps. Analyzing the Problem: After the problem is recognized, Remember that the most important step in the process is you you need to evaluate all of its related aspects. Note down the understanding all about the root and causes of the problem. root of the problem, entities involved, ill effects, the time since the problem has been around, and other such Nadja Phasoulli considerations. Doing so will enable those in the leadership Law Office Andrew Demetriou & Co

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BASIC NEGOTIATING TIPS We all negotiate in our personal and professional lives. We properly. Often, when we take the time to find out about the negotiate when we go to a garage sale, or when we want to other person, we discover that there is no significant do something different at work, or when we are dealing with disagreement. members of the public. Sometimes its easy to negotiate, but other times, when we Focusing On Personalities, Not Issues have a great deal at stake or we are upset, the task can be Particularly with people we don't like much, we have a intimidating or difficult. tendency to get off track by focusing on how difficult or We are going to talk about some tips to effective negotiating obnoxious the person seems. Once this happens, effective that can help you work more effectively with your customers, negotiation is impossible. It is important to stick to the issues, co-workers, and boss. They are also applicable to other and put aside our degree of like or dislike for the individual. interpersonal situations.

Blaming The Other Person Overview of The Negotiation Process In any conflict or negotiation, each party contributes, for better Negotiating is the process by which two or more parties with or worse. If you blame the other person for the difficulty you different needs and goals work to find a mutually acceptable will create an angry situation. If you take responsibility for the solution to an issue. Because negotiating is an inter-personal problem, you will create a spirit of cooperation. process, each negotiating situation is different, and influenced by each party's skills, attitudes and style. We often look at negotiating as unpleasant, because it implies conflict, but Don't Argue negotiating need not be characterized by bad feelings, or Negotiating is about finding solutions...Arguing is about trying angry behaviour. Understanding more about the negotiation to prove the other person wrong. We know that when process allows us to manage our negotiations with confidence negotiating turns into each party trying to prove the other one increases the chance that the outcomes will be positive for wrong, no progress gets made. Don't waste time arguing. If both parties. you disagree with something state your disagreement in a gentle but assertive way. Don't demean the other person or get into a power struggle. Barriers To Successful Negotiation Some Negotiation Tips

Viewing Negotiation As Confrontational Prepare Options Beforehand Negotiation need not be confrontational. In fact effective negotiation is characterized Before entering into a negotiating session, by the parties working together to find a prepare some options that you can suggest if solution, rather than each party trying to your preferred solution is not acceptable. WIN the contest of wills. Keep in mind that the attitude that Anticipate why the other person may resist your suggestion, you take in negotiation (eg. hostile, cooperative) will set the and be prepared to counter with an alternative. tone for the interaction. If you are confrontational, you will have a fight on your hands. Consider Timing There are good times to negotiate and bad times. Bad times Trying To Win At All Costs include those situations where there is: If you "win" there must be a loser, and that can create more - a high degree of anger on either side difficulty down the road. The best perspective in negotiation is - preoccupation with something else to try to find a solution where both parties "win". Try not to - a high level of stress view negotiation as a contest that must be won. - tiredness on one side or the other Time negotiations to avoid these times. If they arise during Becoming Emotional negotiations a time-out/rest period is in order, or perhaps It's normal to become emotional during negotiation that is rescheduling to a better time. important. However, as we get more emotional, we are less able to channel our negotiating behaviour in constructive ways. It is important to maintain control. Conclusion Negotiating is a complex process but one worth mastering. If you keep in mind that you are responsible for the success or Not Trying To Understand The Other Person failure of negotiation, and if you follow the tips above, you will Since we are trying to find a solution acceptable to both find the process easier. parties, we need to understand the other person's needs, and wants with respect to the issue. If we don't know what the Evie Christodoulou person needs or wants, we will be unable to negotiate Tofarco Ltd

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EXORCISE BLAME IN YOUR COMPANY We live in a blaming society. Whether one looks at the Minister (Secretary) without the information I needed." politics, organizations, or even personal relationships, Even without hearing the tone we can see that the first we, as a society, seem to place great importance on statement sounds somehow like blame...that the mess is finding some entity or person to blame for almost the employee's fault. The second is more of a factual everything. Political parties blame each other (watch any statement, and lacks the emotional content of the first. governmental body meeting or election campaign). Also, consider which of the statements above is more Unions blame management. Management blames union. conducive to improving things, or preventing delays of Spouses blame each other. this sort in the future. Which is a prelude for problem- Perhaps it's just part of our nature, or the way we are solving, and which is a prelude to argument? brought up, but it seems that we are unable to separate Problem-Solving is the third term we need to define. The the process of blaming from the process of making hallmark of a problem-solving process is that it is focused things better. This separation is of critical importance if on the present and the future. Its goal is to fix something we are to improve anything anywhere, but it particularly occurring now, or prevent something from happening applies to the workplace. While Edward Deming tells us again. It is THE critical process for improving to "drive out fear", we should also be prepared to "drive organizations, individual performance, and relationships. out blame" from our workplaces. Perhaps the single most Non-blaming problem-solving lacks the negative important barrier to improvement is blame! emotions attached to blaming, and allows a more To understand this, we need to make some very important distinctions among terms...terms that will help us to recognize the destructiveness of the blaming process. Blaming refers to an emotion-filled process where we assign responsibility for a past event, but also assign negative emotions to that responsibility. The blamer is attempting to avoid responsibility by pointing to someone else, and may be experiencing fear, anger or other feelings. The receiver (or blamee) tends to experience loss of face, embarrassment, fear and anger. The problem with the blaming process is not so much to do with responsibility (which is a good thing), but with the emotions that are attached to that responsibility. People harmonious approach to the issue, since its purpose is who are experiencing anger, humiliation, are not likely to not to find a donkey to pin a tail on, but prevention. It is focus their energy on solving or preventing a problem less personal and more systems-oriented. from occurring. Clearly, they will be oriented toward Often the problem solving process rests on an defending themselves from experiencing the negative understanding of the past, and an understanding of the emotions attached to blame. causes or root causes of a particular issue. It may Taking or assigning responsibility is a subtlety different include: process. First, it can apply to past, present or future clarifying the problem solving goal or purpose events, where blame is almost exclusively focused on the collecting data to help understand past and present past. Second, assigning responsibility does not have the diagnosis (identifying sources of the problem) excess emotional content of blaming. Responsibility formulating hypotheses for explaining language is different than blaming language. As a manager, you may assign responsibility for a task without formulating a strategy for addressing the problem assigning blame. And you can hold someone evaluating the strategy (more data collection) accountable for results without blaming, also. Sometimes However, nowhere in problem solving is there a need to the distinctions however lie in the delivery of language, assign blame, or create the kind of humiliation and even the tone of language. Take a look at the following negative emotions that accompany blame. two statements: "If you had done your work on time, we wouldn't be in this mess". Evie Christodoulou Tofarco Ltd "Your responsibility is to fulfill your work commitments on time". When your work wasn't available I had to speak to

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RECYCLING TOP TIPS Reduce rubbish: Βuy things you really need. Most of electrical goods left at dumps work or require only very what we throw away could be used again. Think twice basic repairs. before you put something in the bin. Try and cut down on Cut down packaging: The amount of plastic packaging the amount you buy new and then throw away. waste from UK households is about one million tonnes. Reuse products: Use containers again - Buying fruit and vegetables loose could buy food, drinks and toiletries in cut your waste drastically. Take a returnable containers and ask local shops shopping bag with you and try not to buy to stock them. Ask your school or drinks in plastic bottles. Write to the workplace to provide reusable cups, companies concerned asking them to plates, cutlery etc. change their policies. Give away or sell: Charity and nearly new Recycle more: Recycle things yourself, shops, jumble sales and community and buy recycled products. For schemes are good places to donate or information on household waste disposal sell second hand clothes, toys and get in touch with your local authority for furniture. It is also well worth shopping at recycling schemes in your area - and ask second hand outlets. them to improve their recycling services. Why not start your own collection scheme Repair or adapt: The best environmental at work or school. choice is to repair, restore or adapt a product you already have. You may need Nadja Phasoulli professional help but it could still be Law Office Andrew Demetriou & Co cheaper than something new - half of S S E N I S

Use our publications to U your advantage! B Why not place an ad in our member magazine or on our website or become our business partner? . Does your target audience consist of people working for Europe's Managers? . Their assistants, administrative personnel? Your advertisement with EUMA will reach Assistants in more than 26 countries.

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BOOKS

Brilliant Networking: What the Best Stumbling on Happiness Networkers Know, Say and Do by Daniel Gilbert By Steven D'Souza Do you know what makes you The ability to network is a very happy? Daniel Gilbert would bet important business skill. To some that you think you do, but you are people networking comes naturally, most likely wrong. In his witty and for others it is a skill they somehow engaging new book, Harvard have to acquire and it can take a professor Gilbert reveals his take lot of effort and perseverance. This on how our minds work, and how book is excellent in that it not only the limitations of our imaginations aids the natural networkers but also may be getting in the way of our those who require an extra boost to ability to know what happiness is. get them going. Sound quirky and interesting? It is!

WEB SITES

http://blackle.com/ Blackle was created by Heap Media to remind us all of the need to take small steps in our everyday lives to save energy. Blackle searches are powered by Google Custom Search. Blackle saves energy because the screen is predominantly black. "Image displayed is primarily a function of the user's color settings and desktop graphics, as well as the color and size of open application windows; a given monitor requires more power to display a white (or light) screen than a black (or dark) screen." Roberson et al, 2002 In January 2007 a blog post titled Black Google Would Save 750 Megawatt-hours a Year proposed the theory that a black version of the Google search engine would save a fair bit of energy due to the popularity of the search engine. Since then there has been skepticism about the significance of the energy There is value in the concept because even if the energy savings that can be achieved and the cost in terms of savings are small, they all add up. Secondly we feel that readability of black web pages. seeing Blackle every time we load our web browser reminds us that we need to keep taking small steps to save energy.

http://www.asos.com/ Established in June 2000, ASOS.com is the UK's largest independent online fashion and beauty retailer. With over 35,000 branded and own label products available and over 1500 new lines added each week, ASOS.com is rapidly becoming the market leader in the UK online fashion world. Aimed primarily at fashion forward 16-34 year olds, ASOS.com attracts over 6.9 million unique visitors a month and has 2.9 million registered users.

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