Managing Your Personality: A Guide To Young Executive

Intan Rahimah Ahmad PSIS

Nurbaya rofa

POLIPD

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PUBLISHED BY

POLITEKNIK PORT DICKSON KM 14 JALAN PANTAI 71050 PORT DICKSON NEGERI SEMBILAN TEL NO: 06-6622000/6622111 ISBN NO MANAGING YOUR PERSONALITY: A GUIDE TO YOUNG EXECUTIVE FIRST PUBLISHED 2020

Dedication

I want to thank everyone who helped me in creating this book especially to:

My parents for raising me to believe that anything was possible,

My husband, Muhammad Hezrul for making everything possible for me,

my family, my colleagues & my students

-intan-

Alhamdulillah to Allah for this and special thanks to my husband (ridzuan) ,my sons

(hakim, hamim & hamzah) and daughter (ameena).

Thanks you for all

_nurbaya-

CONTENTS

CHAPTER 1 INTRODUCTION TO PERSONALITY

EXPLAIN PERSONALITY.....................................................................................................................3

DEFINITION AND CLASSIFICATION OF PERSONALITY………………………………………..3

FACTOR THAT INFLUENCE PERSONALITY……………………………………………………...7

PERSONALITY TRAITS OF A SECRETARY……………………………………………………….8

CHAPTER 2

GROOMING AND DEPORTMENT

INTRODUCTION………………………………………………………………………………………15

SIGNIFICANCE OF PERSONAL APPEARANCE…………………………………………...…….…15

GOOD BODY POSTURE………………………………………………………………………....……18

EXPLANATION OF IMAGE BUILDING…………………………………………………………….20

BASIC SKINCARE AND MAKE-UP STYLES……………………………………………………….23

CHAPTER 3

HEALTH AND FITNES

THE IMPORTANCE OF PERSONAL HYGIENE…………………………………………………......27

THE IMPORTANCE OF A BALANCE DIET.........................................................................................28

THE IMPORTANCE OF PHYSICAL HEALTH……………………………………………………….32

CHAPTER 4

HEALTHY MIND

INTRODUCTION………………………………………………………………………………………..37

FEATURES OF HEALTHY AND UNHEALTHY MIND……………………………………………..37

METHODS OF KEEPING HEALTHY MIND………………………………………………………….38

THINKING SKILL TECHNICS…………………………………………………………………………40

PROBLEM SOLVING AND DECISION MAKING……………………………………………………44

CHAPTER 5

FORMATION OF ATTITUDE AND SELF CONCEPT DEFINITION AND COMPONENT OF ATTITUDE……………………………………………………49

TYPE OF ATTITUDE (POSITIVE ATTITUDE AND NEGATIVE ATTITUDE)……………………..50

DEVELOPMENT OF POSITIVE ATTITUDE…………………………………………………………..50

THE 7 HABITS OF HIGHLY EFFECTIVE PEOPLE…………………………………………………...51

CHAPTER 6

STRESS

INTRODUCTION………………………………………………………………………………………...55

ILLUSTRATION OF STRESS…………………………………………………………………………...55

METHODS TO OVERCOME STRESS………………………………………………………………….59

CHAPTER 7

SOCIAL ETHICS

INTRODUCTION………………………………………………………………………………………...62

EXAMINE ETIQUETTE AND SOCIAL ETHICS………………………………………………………62

ILLUSTRATE SOCIAL SKILLS………………………………………………………………………...62

ILLUSTRATE OFFICE ETHICS………………………………………………………………………...65

DEMONSTRATION OF TABLE MANNERS…………………………………………………………..68

PROPER TABLE SETTING……………………………………………………………………71 SOCIAL MEDIA ETHICS……………………………………………………………………………….75

Preface

This book: Managing Your Personality, A Guide To Young Executive is about

one of the most exciting knowledge on personality especially dedicated to executive officers,

secretaries, customer services personnel and students.

Personality is very important that gives the impact especially on the first impression to the

public, in addition to forming and developing competent image in accordance to specific

circumstances.

In the first edition, this book describes in detail about the definition of personality and the factors

that contribute personality of an individual. Good body postures, appropriate grooming and

deportment for individuals who take personal image and appearance seriously are described

thoroughly. Physical health and fitness are also being emphasised in this book and last but not

least, how to live a correct mind-set with proper thinking skills and techniques. Stress presents

and gives colours in our daily lives. This book teaches the readers with skills on how to handle

stress with proper stress management techniques to sum up the art of personality in one’s

lifestyle. And in the final chapter of this book readers shall be being exposed in details on

protocols and social etiquettes of a formal occasion.

Significant topics are discussed as below:

Introduction to personality

Grooming and Deportment

Health and Fitness

Healthy Mind

Formation Self Attitude

Stress

Social Ethics

CHAPTER 1

INTRODUCTION TO PERSONALITY

COURSE LEARNING OUTCOME

CLO1: Explain the significance of personality development knowledge of a secretary in

managing office operation.

CLO2: Display the skills in grooming and healthy lifestyle to project a professional image as a

secretary while managing an office operation

ASSESMENT:

QUIZ 1

1.0 INTRODUCTION TO PERSONALITY

1.1 EXPLAIN PERSONALITY

Personality is defined as the characteristic sets of behaviors, cognitions, and emotional

patterns that evolve from biological and environmental factors. While there is no generally

agreed upon definition of personality, most theories focus on motivation and psychological

interactions with one's environment.

Pattern of characteristics, thought, feelings and behaviors that distinguish one person from

another and it persists over time and situations.

A unique mix of physical traits (eyes, smile, posture, gesture etc) and mental traits (tact,

tolerance, determination, sincerity, etc).

Charismatic personality communicates certain charm or magic through a rare combination

of traits as can be seen on certain political leaders and celebrities.

1.1 Definition and Classification of Personality

What is personality? Is it the same as character? The definition will give us a clear picture of

personality.

1.1.1 DEFINITION OF PERSONALITY

There are few opinions taken from psychologists in defining personality: -

NO SCHOLAR DEFINITION

1 MISCHEL (1976)

Personality is a chain of behaviour of a

person that occurs under certain

circumstances.

.

1.1.2

CLASSIFICATION PERSONALITY TYPES

2 PRINCE

Personality covers all elements of

human nature, hunch, intuition, instinct

and desire.

3 KRECH & ASSOCIATES (1976)

Personality is array of psychological

aspects in each individual.

4 ANDREW B. CIDER &

ASSOCIATES (1983)

The key word in definition of

personality is individuality.

5 ALLPORT

Personality is based on theory of trait,

a group of actions that is interrelated

and consistent in each individual,

intangible but is concluded upon

behaviour shown. It is an organization

of a psychological and dynamic

physical system of an individual’s

adaptableness with its environment.

Personality is greatly influenced by:

a) Physical system:

Circumstances caused by

family history.

b) Psychological system:

Circumstances influenced by

the person’s surroundings,

feeling, ambitions, emotions,

consciousness, values, habits,

trusts, attitudes, etc. It

progresses as people learn

through their experiences.

Although both systems have to

maintain their overall features,

they are changing from one

stage to another as they

progress.

Introvert and extrovert are the names given to two of the basic personality types based upon their

characteristics. No two people are the same, and people tend to have different physical and

mental characteristics.

In general, a person can be either outgoing or reserved, who could enjoy more when alone. In

fact, it is more of a continuum than two separate, exclusive personality types. However, for the

purpose of convenience, people are divided into these two categories.

Knowing the differences between extroverts and introverts is a good way to know about one’s

basic nature and act accordingly. Extroverts find being alone boring and look for exciting

activities. Therefore, Introverts are exact opposites of extroverts as they are comfortable when

they are alone. In fact, their energy seems to be consumed when they are interacting with others.

However, ambivert is a person who has a balance of extrovert and introvert features in their

personality.

Introvert

A person characterized as being: -

a) Hardly angry but if he is, he is unforgiving

b) Impersonal but when he finds someone, the relationship is lasting and friendly

c) Unfriendly and uninterested to join society

d) Uninspired by the outside world

e) Perfectionist in his job

f) Mediocre, not ambitious

g) Always plan ahead for his future

h) Serious but not too aggressive

i) Prefer solitude

j) Feel exhausted when they must socialize a lot

k) Find it difficult to start conversation

l) Dislike making small talk

m) Carefully think things through before they speak

n) Dislike being the center of attention

Extrovert

A person characterized as being:

a) Active

b) An outgoing person and very cooperative

c) Cheerful

d) Emotionally stable

e) Athletic

f) Attentive

g) Enjoy being the center of attention

h) Like to start conversations

i) Enjoy meeting new people

j) Love to talk

k) Like to solve problem by discussing them

l) Friendly and approachable

m) Very open and easy to know

Ambivert

A person with both characteristics, introvert and extrovert. This person can change his

personality into one of the characteristics depends on situation. There are situations in which

they will become so much like an introvert person, and sometimes they can also become like an

extrovert person.

Why does it matter where you fall on the introvert-extrovert spectrum? Because introversion and

extroversion are at heart of human nature. And when you make life choice that are congruent

with your temperament, you unleash vast stores of energy.

1.1.3 FACTOR THAT INFLUENCE PERSONALITY

a) GENETIC

Genetic plays a big role in the process of moulding children’s personality. Genetic means physical

attributes and intellectuality.

There are:-

a. Physical size & physical attribute (Hair, skin, Body Shape)

b. Illness

c. Temper

d. Intelligence quotient (IQ)

For example, having a nice shape of body is better than having less attractive one; an overweight and

disable person may feel less confident and shameful; or an intelligent one may underestimate others.

b) ENVIRONMENT

Environment also plays a big role in influencing children personality. There are factors under

environment which are:-

i. Family

Every person learns his first lesson from his family. Every child follows his / her parents and this is

the starting point of growing the human personality. So, family environment another most important

factor that affects personality. The family is that the cradle of all social virtues.

The original setting, the kid moves in, is his home. Here the child comes connected along with his

oldsters, and different loved one his likes, dislikes, stereotypes concerning individuals, expectations

of security and emotional responses all area unit formed in time of life.

The kind of coaching and time of life experiences received from the family play a crucial role in the

development of temperament. Family brings the important roles in influencing children personality.

Based on theory by Balswin & Associates, there are three ways of bringing up a child which is

democratic, autocratic and laissez-faire (freedom).

DEMOCRATIC AUTOCRATIC LAISSEZ FAIRE

(FREEDOM)

Children should:

a) be given a chance to ask

questions

b) be treated fairly as a child

c) not be frightened by an

adult

d) have a good relationship

among family members

e) be educated in proper

practical routines

Unilateral relationship

between parents and

children:

a) children are victims of

punishment by their parents

b) too much discipline on

children, will ignite

stubbornness

c) parents disagree with their

children constantly

Parents often pamper their

children by fulfilling their

every wish and often do

not pay any attention to

unfavorable behavior.

ii. Colleagues

Men spend his most of the time in his work environment so, the work environment is the

great important factor that affects personality.

For example, if they friend with nice person; they will be influence by good attitude or vice

versa.

iii. School

Schools play a crucial role in moulding the personality of the kids as a result of a significant a

part of a child’s life is spent in class between the ages of vi and twenty years.

Within the faculty, the teacher substitutes the fogeys to the students. The varsity poses new

issues has to be solved.

As well as the new taboos need to be accepted into the superego and new models for

imitation and identification, all of that contribute their share in molding temperament.

As a role model, a school teacher has a big responsibility towards guiding and moulding the

children’s personalities.

They should be trained to be well mannered, responsible, talkative and cooperative.

iv. Early experience

Children’s early experiences also give influence on their personality.

Human personality can effect by childhood memories. There are a huge number of people

who has much affection for the particular thing this happen for childhood memories.

For example, if when they are young and involves in tragic accident, they might become an

unconfident person.

v. Mass media

Nowadays television and video are a must in every family.

Parent should monitor TV programs or video watching in Internet as supervision can prevent

children from being influenced by bad elements.

vi. Society

Society is also a significant factor that influences the process of building children’s

personalities.

Social status can affect personality very effectively. We can see this impact of social status in

personality if we look on different people whose status are different in society.

For example; children feel fearful, insecure and less self-confident when they live in danger

neighborhood where theft or burglary or shoplifting often happens.

vii. Culture

The cultural setting refers to bound cultural traditions, ideals, and values, etc., that area unit

accepted in a very explicit society.

These factors leave a permanent impression on the child’s temperament. Culture is also

important factor that influence children’s personality.

Personality of children may be influenced by their own culture such as Malay, Chinese,

Kaddazan, Melanau and etc

1.2 PERSONALITY TRAITS OF A SECRETARY

1. Ability to build goodwill

A good secretary is a good public relation person of her immediate superior as well as

the company.

She should always make her boss looks good so his subordinate, fellow executive and

other people especially to clients and customers.

She also create a good image of the boss and the company where she belongs.

2. Tactfulness

The word “tact” means doing and saying the right thing at the right time and in the

right place.

She should not only know the right thing to say and do, but equally important

knowing how and where to do it.

3. Sense of anticipation

An efficient secretary should know what the boss will need before he asks for it and

what activity the boss will do next and is always prepared for it.

This means knowing in advance what will be needed and being prepared for it when

the need arises.

4. Ability to follow through

This means secretary should see to it that every job is carried to its completion.

An efficient secretary follows up frequently and seriously every job she undertakes

until it is completed.

5. Loyalty

A loyal secretary should understand and defends her boss.

A loyal secretary should believe in the company as a whole –in its objectives and its

management.

6. Ability to keep confidential information

Secretaries are often used by bosses as sounding boards when they want to talk about

confidential matters.

As a good secretary, they should keep confidential information and do not tell others.

7. Ability to communicate ideas effectively

The secretary should be able to express her idea clearly.

Since the secretary often speaks for her boss, she should communicate her ideas

effectively. Having a pleasant voice is not enough, although that is very important for a

secretary.

She should learn to put ideas into words what she want to say or communicate.

8. Leadership

A secretary must feel comfortable in delegating work, offering feedback, providing

direction and taking charge within the office workplace.

9. Efficient

A secretary should possess strong prioritization skills and needs to be able to handle

routine and repetition tasks.

10. Work unsupervised

Always keep your work up to date and be productive.

Make priorities.

11. Good communication Skills

Secretary need to have solid communication skills, both written and verbal.

NOW YOU HAVE COMPLETE CHAPTER 1

DEFINTION

Mischel (1976) - chain of behaviour of a person that

occurs under certain circumstances

Prince - Cover all elements of human

nature, hunch, intuition, insticnt and

desire.

Krech & Associates 1976- array of

psychological aspects in each individual.

Andrew B. Cider & Associates 1983 - key word is individuality.

Allport - theory of trait (group of actions that is

interrelated and consistent in each

individual, intagible but is concluded in behavior shown.

FACTOR THAT INFLUENCE PERSONALITY

INTROVERT - Hardly angry but if he is, he is unforgiving, Impersonal but when he finds someone, the relationship is lasting and friendly, Unfriendly and

uninterested to join society, Perfectionist in his job,

Always plan ahead for his future, solitude, Find it difficult to start

conversation

EXTROVERT- Active, outgoing person, very cooperative, Cheerful,

Emotionally stable

Enjoy being the center of attention

Like to start conversations

Enjoy meeting new people

solve problem by discussing them

Friendly and approachable

Very open and easy to know

AMBIVERT - A person with both characteristics, introvert and

extrovert. This person can change his personality into one of the

characteristics depends on situation

CLASSIFICATION PERSONALITY

TYPES

• Physical size

• Illness

• Temper

• Intelligent quotient GENETIC

• Family (Democratic, autocratic, laissez faire)

• Colleagues

• School

• Early experience

• Mass media

ENVIRONMENT

PERSONALITY TRAITS OF A SECRETARY

Ability to build goodwill

Sense of anticipation

Tactfulness

Ability to follow through

Loyalty

Ability to keep confidential information

Ability to communicate ideas effectively

Leadership

Efficient

Work Unsupervised

Good Communication Skills

SYNOPSIS

This book provides a detail description on individual personality and images and suitable for all executive

officers, secretaries, customer services personnel, public relation officers, and secretarial and business

management students. In addition, this book covers wide knowledge on personality and personal

grooming in relation to the protocol events and occasions. It is briefly described in this book on how to

handle stress and make the best choices while adopting positive thinking techniques and attitudes.