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Courtesy in the Virtual World – Small Things Matter!

Courtesy in the Virtual World – Small Things Matter!

by | Jan 4, 2019 | Communication, Office Etiquette, World of Work

Consider the following situation:

Peter is a freelance writer writes to an organization with a well known blog, requesting them to carry his blog on their website. The organization responds with enthusiasm, and wants to take the collaboration ahead. There is no response from Peter for a month. A month later, Peter writes back with an apology and requests the organization to carry his article on their blog. The organization says they will do so, and would let him know when the article is up. However, since posts are usually scheduled in advance, it might take a while. There is no response from Peter for ten days. After ten days, he writes back asking if the article has been published. The organization responds with the link to the published article. About two weeks pass by, and there is still no email of acknowledgment from Peter.

Why is the case in point a lesson in professionalism?

The situation illustrated above is only one of the several ways that simple courtesies, politeness and a basic humanitarian approach in the world of work is undermined. What is worse is that, Peter probably doesn’t even realize that he is not only being unprofessional, but also rude – may be unwittingly so.

One of the key principles of maintaining professionalism is being courteous and polite at all times. This aspect applies not only to the real time day-to-do situations in the ‘real’ world of work, but also in the virtual world. Today, so much of our business is transacted across virtual boundaries. While we may not be able to see or touch the person behind the emails and the black letters on our screen that inform our understanding of the person concerned and the situation at hand, we still know that there is a human being at the other end. What indeed makes our communication governed by machines less mechanical, and transactional is how we choose to communicate – courtesy in the virtual world matters more than you may think.

How might have Peter been a better communicator in the above scenario?

  • By making his communication appear less like a transaction, and more like a dialogue – i.e., by responding not just to get his work done and to follow up, but by being timely and more courteous in his responses. And most of all, by expressing gratitude once the work was done. The organization could have refused to publish the article by citing delay as a reason, and Peter/ or anyone else in his stead would have had no grounds to contest that.

It is especially important for young professionals to understand how these seemingly ‘small’ things make a big difference to one’s professional trajectory. While these aspects of professionalism may seem trivial to some, they by no means would fit under that adjective. Small things matter. Who you are as a person, comes across through how you communicate. Communication through virtual platforms has plenty of scope for misunderstandings. However, virtual platforms have become the base for much of what we do in the world of work today. Therefore, if one needs to be extra cautious while communicating in the virtual world – the effort is worth it.

Because, whatever the business is, whatever the transaction is, while machines enable, there are humans behind those machines. And if we cannot bring the human touch to our communication with each other, where does that leave us?

Dealing with an Insecure Coworker at Work

Dealing with an Insecure Coworker at Work

by | May 24, 2018 | Conflict Resolution, World of Work

At some point of time in all our careers, we will have to do deal with this issue, or a similar one – if most of us haven’t already. A work place is after all made up of humans, who are made up of complex emotions which can often be hard to understand. However, dealing with an insecure or jealous coworker is no piece of cake. It is worse when you know for a fact you haven’t done anything to invite the spite and jealousy you have been receiving. But is this a situation that is worth any grief? Absolutely not. Because it can be handled. And here’s how.

  1. Don’t antagonize the situation

    At times, when we feel we’ve done our best at helping the situation and still haven’t succeeded, we turn to the other side. We think that paying them back with the same coin might help, unfortunately that is hardly ever the case. Instead, hold your ground, keep calm and carry on. Never antagonize an already insecure person. When the time comes, you should be able to show that you’ve always taken the higher road.

  2. Try to introspect

    Could you be giving them a reason to behave the way they’re behaving? Your first reaction might be “no”, but spend some time thinking about this. Especially if you feel the situation is starting to really bother you. After all they say there’s never any smoke without a fire. It might even be something really small and insignificant. However, if you identify it and fix it, your problem is solved without any further damage

  3. Communicate

    Try speaking to your coworker directly and ask how you can help them. Tell them how of late you’ve been getting a sense of discord between the both of you, and it’s going to be difficult to work together if this uncomfortable atmosphere persists. The minute you start feeling as if whatever is happening is taking a toll on your work, speak up. Try to communicate with the person concerned directly to solve the issue. And if that doesn’t work, you might have to escalate it.

  4. Know when to escalate

    If you’ve done everything you can to understand and help the situation, and it still persists, escalate it to your HR manager. At first it may seem petty because if there is no “real” problem and simply a case of insecurity from the concerned  colleague. However, beware that these seemingly insignificant and petty issues can be blown out of proportion. Before you know it, you’ll be on the line of fire for something you’re not responsible for. In order to prevent it from getting there, know when to escalate the issue.

  5. Over everything else, be professional 

    Ways that your coworker will display his/her insecurity is by being rude to you, creating unnecessary hindrances in your work, not cooperating as a team mate, and even by spreading rumours and making false accusations. All of this might get a little tough to handle and accept, especially when you are not at fault. However, remember what will set you apart from the concerned colleague is how professionally you deal with the issue.

    Remember to put sensitive conversations on record so you can use it as evidence later, if required. Do give the other person the benefit of doubt that he/she might be dealing with something you aren’t aware of, and perhaps this misplaced sense of insecurity is stemming from there. However, remember that there’s only so much margin for error that can be granted. If you feel like a line is being towed, or you’re unable to give a 100% to your work because of this issue, flag it to the management.

    Want to know more about conflict resolution methods? Read our post on it, here.

Performance Review Meeting Coming Up? Here’s your Prep Checklist

Performance Review Meeting Coming Up? Here’s your Prep Checklist

by | May 22, 2018 | Career, Managing Yourself, Performance, World of Work

Almost all organizations – regardless of their size, have their annual/ bi-annual employee review processes. While the nature of these processes might vary, the ends they seek to achieve remain the same; which is, an analysis of your performance and contribution to the organization. However, that isn’t the only reason for a review / appraisal meeting. We often forget that it is also the space for you to be vocal about what’s working, and more importantly, what’s not working for you. It is a great chance for a dialogue to address any issues related to your work, that you or your employer may be facing and seek effective resolution strategies for them. And of course, a good opportunity to be acknowledged about the great job you’re doing!

So, what should your preparation checklist look like?

  1. Take stock of your tasks

    Making a list of all the projects and tasks you have been involved in, and accomplished will put you in a better place for the conversation. A few days prior to the meeting, go over all the tasks that you have accomplished and make notes of what skills they have added on for you, and also how they have helped you add value to the organizational goals. One way of organizing this would be to go over all your past emails so you remember what your deliverables have been. For the future, try journaling your work! What is this and how does it work? Read here.

  2. Prepare your talking points

    Be coherent in your head about everything you want to bring up in the meeting. Bear in mind that your supervisor will have limited time and you have to make the most of the time you have been allotted. For this, you need to have a good idea about everything you’re going to discuss in the meeting. Prior to the meeting, spend some time thinking about the issues you would like to raise. Jot them down on a notebook and keep the notebook handy for reference.

  3. Exercise your foresight

    While you cannot wholly predict how the meeting will go, you can still be at a fairly good advantage of being prepared by using your foresight. Think back on the past few months of your work life and try to assimilate what your experience has been like. Have there been any situations of conflict, or instances where your performance has slacked? Think back very objectively. This way, you can predict to a great extent what could be some of the concerns your supervisor could request you to address. This will help you in preparing for facing any eventuality during the meeting.

  4. Your pitch for a raise

    A review meeting is a great opportunity for you to show your supervisor the work you’ve been doing, and compare your pay against it. While a raise is almost expected, you can use your preparation as leverage to negotiate for a bigger raise than they have in mind to offer to you. Knowing how much you’re worth, how much your job is worth, and with a bit of research, you can make a good case for yourself. If not a raise you can also negotiate for additional bonuses/ work perks. Read about the five strategies you can employ while asking for a raise.

  5. Ace up your confidence

    Nothing spells success like confidence. And being confident is possible only when you are well prepared. A few hours spent preparing for this will make you confident and ready to take on the meeting. Regardless of what’s coming up, remember to have a good breakfast, listen to some good music, meditate, switch on your zen mode, and walk into the meeting with a smile. Half your work is done!

A review meeting / appraisal meeting is a great opportunity to assimilate your learnings so far, and plan your future in the organization. It is also an opportunity to figure out what’s working and what’s not so you can fix things, or decide if it’s time for you to move on.

What have your appraisal experiences been like? If you would like to share, we’re more than happy to share our space with you! Write back to us!

Deep Work to the Rescue

Deep Work to the Rescue

by | May 8, 2018 | Productivity, World of Work

Focus and concentration are probably the two most scarce resources in the world of work. Well, the good news is, while they might be scarce resources, they are not in short supply. Because how we harness them depends entirely on us. If you are someone who works in a very distracting environment, or someone who is prone to distractions fairly often, or just someone who wants to achieve the most from every working day – the ‘deep work’ technique is something you must give a shot.

Simply put, and like the name suggests, deep work is when you delve into your work with utmost focus and concentration, and get things done. Fast. Sounds like a dream? Even I thought as much until I tried it out myself. Here are some easy action steps for you to start incorporating bits of deep work into your daily work routine, until it becomes a habit you can’t do without!

  1. Planning

    To get more done, the most done, the first step is to know what you have to do. That is, to plan your work well, and plan it well in advance. A lot of people believe that this is a waste of time, however, it is the very opposite of that. When you plan your work well, you know exactly what your deliverables and deadlines are. There is no way you are going to waste time thinking about what you have to do next, or feel intimidated about how much you have to do. Having a plan on paper, even if it is just a few bullets, will do the magic. Planning the week in advance is a great idea since it gives a good overview of what your week looks like and you can prepare and take stock accordingly.

  2. Doing one thing at a time

    Once you have a plan, you need to get to the next step, that is – to do. And whoever said multi-tasking is the way to go, couldn’t have been more mistaken. When you multi-task, you are doing the very opposite of deep work. Your focus is fragmented because you are doing too many things at the same time, in the bargain you don’t really get much done. Before you begin work, spend a few minutes reviewing your plan for the day, and tackle your tasks – one at a time.

  3. Schedule “deep work” slots

    We live in a world where connectivity is a must. A lot of people advocate turning off all devices and switching off the internet to get into the deep work mode. However, for some of us, this may not be a practical option since our work might be dependent on being connected. There is a work around for this. Use the first two or three hours of your day as “deep work” slots, during which you turn off your notifications and your phone. And also – like anyone who is good at what they do will tell you, don’t get to the emails first thing in the morning. The first few hours in the morning after you wake up is when your mind is at its peak. So make sure you make the most of it!

  4. A strict “no social media” rule

    Whether or not you are working in a deep work slot, for consistent deep work, make it a point to not use social media during your work hours. You can start with going a week without using any social media at all, and then use it only for a few minutes during lunch, or breaks. The social media and screen addiction has an extremely detrimental impact on our productivity. Stepping away from our phones and apps, and turning all our focus to the task in front of us is the simplest mantra to being super productive!

  5. Remembering to shut down appropriately

    How you sign off from work does have an impact on your over all work life. When you shut down at work, make sure you leave everything that belongs to your work place at your desk. Don’t carry work home. Or for that matter, even feelings from work home. Treat your time after work as sacred and do whatever makes you happy so you feel recharged for the next day. Remember that tomorrow is a brand new day and you’ve got to be in your most mindful state of being to make the most of the day!

    Have your stories of productivity, deep work, or just about anything related to the world of work to share with us? Do write to us and we’d be happy to feature them!

HR Essentials – 5 Things to Have in Place

HR Essentials – 5 Things to Have in Place

by | May 4, 2018 | Management, World of Work

An HR department is indispensable to an organisation – regardless of how big or small the organisation is. While the overall nature of the role and responsibilities of an HR team remains the same across organisations, the finer details depend on the organisational principles. Aspects such as recruitment, training, professional development, employee relations, compensation and benefits, and labor law compliance form the core of an HR body. How efficient the HR team is has a direct influence on the efficiency and success of your overall organizational goals.The reason being, an HR department works closely with the employees who in turn are the lifeblood of any organization.

Regardless of what the details are of how your HR department functions, having these five things in place improves the efficiency of your HR department in a significant manner.

  1. Keeping Pace with New Technologies

    Constantly revising your HR strategies based on the latest technologies sounds tedious, however it is the very opposite of that. Keeping pace with the new technologies enables you to find more efficient ways which help you do what you do better, and faster. For example, using Artificial Intelligence for the initial process of screening potential candidates will save you a lot of time, as against screening all applications manually. Investing in new technology helps your HR staff become more productive and also gives them the time to focus on more important tasks.

  2. Integrating Online Systems

    Instead of having several independent applications to manage various tasks, it is much more efficient to integrate it all into one place. For example, a separate system for payroll management, another for employee review, or time management – managing these independently takes up much more time. By investing a little bit in a customized software, you will increase the efficiency of your tasks related to staff management and internal communication. This makes transacting every day business smooth.

  3. Having a Brand Profile for Recruitment

    The HR department plays a key role in the recruitment processes of any organization. While the individual departments will focus more on the skill set of the potential candidates, it is up to the HR department to source candidates whose ethos and principles match those of the organization. This is important in creating the kind of work culture you aspire to have in your organization. And towards this end, it is important to have a brand profile based on the guiding principles and goals of the organization.

  4. Having a thorough and fair performance review system

    In order to help your employees stay motivated, inspired and productive, you have to invest time in developing a thorough and fair performance review system. The only way to help your team do their best is to apprise them of their performance on a regular basis. Having a fair system of performance review is as important as having a system in the first place. Creating a space which encourages dialogue is an important aspect.

  5. Paying attention to the finer details

    It is always the finer details that make all the difference to the work environment of an organization. Taking a deep dive into the existing HR structure and changing things for the better is the best thing you can do for your organization. For example, do you still have outdated HR policies like a no reference policy, or the bell curve performance review policy, or an insensitive bereavement pay policy?  Have a look at the five outdated HR policies that need to go. Are your employees protected against sexual harassment? Do you have a POSH committee in place? How gender sensitive is your organization? These are all things that an HR department needs to address. And these are the details that set an organization apart from the rest.

Have more things to add to this list? Share with us! The best part of our day is definitely reading what you write to us!