(clariden) managing your professional development: effective strategies for career progression and...

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Managing Your Professional Development: Effective Strategies for Career Progression and Skills every PA Should Acquire

Kenny Ong

Unilever Network Malaysia & Singapore

“Be more initiative and get

things done fast.

Understand the working style

of your superior and assist

him accordingly”

€50 Billion

Worldwide sales in 2011

2 billion people

Use Unilever’s products Each day worldwide

400 Brands

Sold in 180 countries

167,000 employees

Work for Unilever

130 YEARS & STILL GROWING

Intro:

Q1: Do you want a good career?

Q2: Do you want a good career Fast or Slow?

So….do you want to be a Professional or

Amateur?

Career Planning

7. Career

6. Attitude

Discipline

4. Relationship

3. Time

2. Boss

1. Job

What to

Manage?

1. Managing your Job

Managing Your Job

“Know your job well, do it well, and be

better than anyone else doing it.”

Activity vs.

Accountability

"The person who knows how to

do something will always work

for the person who knows

WHY to do something" Eric Worre, Founder of Network Marketing Pro

Exercise: Activity vs.

Accountability

1. List down all activities (tasks) of your job

2. List down the Accountabilities of your job

1. Ensure…

2. Accountable for…

3. Assist…

Managing your Boss

1. Boss’ problems

2. My Boss, the Client

3. Boss’ Personality

4. Bad Bosses

Managing your Boss: Boss’

problems

“You can get anything in life that

you want if you can help enough

people get what they want”

problems

A. Top Four Leadership Challenges

1. Getting people to work together who have different

agendas (60%)

2. Balancing competing demands and priorities (56%)

3. Motivating and inspiring employees in a world of

constant change (48%)

4. Accomplishing difficult assignments without the

necessary resources (45%)

problems

B. Top three challenges affecting Business today (if your

Boss is a CEO or Business Unit Head)

1. Recruiting, retaining and training talented employees

(49%),

2. Developing and implementing business strategies that

result in profitable returns (49%)

3. Reducing operating costs to increase efficiency (41%)

problems

C. Unspoken Problems faced by Bosses (1/2)

1. Too much communications (Email <yahoo, google, outlook, intranet>, IM, mobile, office phone, blackberry, etc….)

2. Uncooperative Heads from other departments/business units

3. Conflict among subordinates

4. Too many meetings to attend

5. Follow up on tasks (especially tasks delegated to others)

6. Lack of resources

7. Incompetent subordinates

8. Unbalanced family life

problems

C. Unspoken Problems faced by Bosses (2/2)

9. Pressurized career progression

10. Too much information to read, store and retrieve

11. Need for more influence and power

12. Multiple and conflicting accountabilities (some are not

even recognized officially)

13. Monitoring the performance of multiple

projects/committees

14. Forgetfulness

15. Stress

16. Lack of Time

Managing your Boss: My

Boss, the Client

1. Do not treat your boss as a boss. Treat your boss as a

Customer

2. I used to have four main clients at every client: the HR

Manager, CEO, Company, Staff

3. Now I have also four clients: Boss, Big Boss, Company,

Employee

Boss, the Client

1. What I have learned about properly managing

clients and customers:

1. Make them look good and they will make you look

2. What ever you give to the CEO, give to the HR

Manager

3. You better be more prepared than the client

4. The client wants results, not activity

5. No matter how much I hated my client, he is still the

one buying rice for my family

Boss, the Client

6. Clients don’t to hear the word “No”. They prefer

“Maybe”. The best is “Yes, can be done.”

7. Clients will pay you for one job but request ten other

jobs for free if they can.

8. You have to produce first, then only get paid.

9. If you want a big project, aim for the small project

first.

10.A client will pay you the rate that they think you

deserve, not what you think you deserve.

Boss, the Client

11.A client won’t pay for your development. They expect

you to get better by yourself. If not, they just look for

another consultant.

12.You are not the only consultant they can hire. Are

you better than the rest? How do you know?

13.The client is always right. Agree first, try to change

later.

14.Clients hire you to solve problems that they cannot

solve or do not want to solve.

Personalities (1)

PEOPLE

•animated and enthusiastic

•communicate physically & verbally

•“open up” right away

•priority is relationships

•casual and flexible about time.

•focus on the needs of people, not tasks

•base decisions on gut feeling and emotions

•take a little longer to warm up to relationships

•priority is tasks

•work-oriented, well organized

•follow guidelines and procedures.

•punctual and disciplined

•rational, logical individuals

•base decisions on logic and data

PEOPLE

Personalities (2)

CLOSED

•slow-paced and reserved.

•patient and cooperative

•cautious, supportive, and good

listeners

•ask questions for clarification,

•support, and information

•go step-by-step.

•fast-paced and spontaneous.

•express opinions readily

•risk takers who want results now

•enjoys overcoming obstacles to

accomplish results.

•tend to be impatient

•move at a quick pace

•jump right into things.

CLOSED OPEN

Managing your Boss: Boss’ Personality

Closed Open

People

Peaceful: Phlegmatic

Powerful: Choleric

Popular: Sanguine

Perfect: Melancholy

Managing your Time

Greatest Success Lesson

Law of the Ping-Pong Ball

a.k.a. Law of Cause and Effect

1. Each of us is given exactly 24 hours a day. No

more, no less.

2. What we do with our time is entirely up to us.

3. But, in everything we do, every minute, makes

a difference.

4. Whatever we do today, affects us tomorrow.

Law of Cause and Effect.

5. In the same way, the more effort we put into

our lives, the more we will gain.

6. Time required for something expands

according to expectations

Managing your Time: At the

HEART…

Only three things really matter in Time

Management:

1. Prioritize

2. To-do List

3. Maximize

1. Prioritize

Important

Urgent

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.

Important

Urgent

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.

1.Tackle these

2.Feed-Turn-

Feed-turn

1. Prioritize

Important

Urgent

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.

1.Set deadlines

2. “Granular” action

3.Weekly/Bi-weekly

review

4.Check for ‘right

direction’

1. Prioritize

1.Writing a Book

2.Dieting

3.Career building

4.Proposal

5.Project

Important

Urgent

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.

1.Feed-Turn-Feed-

2. “BOSS” Green File

3.Behavior prediction

(esp. Boss)

4.Pre-research and

Filing

5. IT Skills and Tools

1. Prioritize

Important

Urgent

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.

1.One-Hour Per

2.One-half hour

every week

3.Get somebody

else to do it

4.Don’t do it at all

1. Prioritize

Priority and Problem Solving

“If you try to solve the problem that

is not the problem, the problem

that is the problem causes the

problem that is not the problem to

be a bigger problem.”

2. To-do List

Task 1

Task 2

Task 3

2. To-do List

1. Must do. If not, don’t continue

2. Prioritize

3. Update

4. Discipline. Morning/Evening.

5. Work/Life List

Personally speaking…

1. Small time segments

2. Do things at times that no one else is doing it

3. Carry paper & pen (or Smartphone Notes)

4. Pre-work

5. Internet (search, templates, tools)**

6. Forced Break Times

7. Control phone calls (call out, return call out)

8. In phone calls (or face-to-face) – serious first, social second

9. Allocate extra time for all task planning (this

includes traveling)

10.Analyze and manage personalities

11.Learn to say ‘No’

12.Plan for 5.30pm exit

13.Fat = 50% (money) + 100% (time)

14.Email Efficiency:

– cc, by name, subject, one page, BLUF

Personally speaking…

4. Managing your Relationships

Managing your Career

Managing Your Career

Biggest Career Mistakes

1. Keeping a career in line with your education

2. Getting career advice from your parents (or

relatives)

3. Changing jobs without long-term strategy in

4. Letting your Boss (or company) manage your

career

Career Guide

• Go Wide, Dig Deep

Additional Career Advice…

Take over some work:

a. Decisions that the boss makes frequently and repetitively and

that are predictable in nature

b. Assignments that will add variety to your routine work

c. Functions that the boss dislikes

d. Work that will provide experience for you

e. Tasks that you're capable of doing

f. Activities that will make you more well rounded and that will

broaden your expertise

g. Opportunities to use and reinforce your creative talents

h. Recurring matters

i. Minor decisions

j. Time-consuming details

Managing Your Career:

Management Ladder

1. Pick the area of Management you want

2. Set long-term and short-term goals

3. Determine competencies needed for short-term

4. Invest (Time + Money)

5. Time = Study, Work, Projects, Reports, Mentor

6. Be prepared to invest up 50% IN ADDITION to

your current work-load and current schedule

7. Time Management skill is critical

Rules of Work

• You’re good at your job. You work

hard. That’s a given. That’s basic.

• But being good in your job is not

enough

Reminder…

“Know your job well, do it

well, and be better than

anyone else doing it.”

Rules of Work

• Rule 1.1: Get your work noticed

• Rule 1.2: Never stand still

• Rule 1.3: Under promise and over deliver

• Rule 1.4: Know something the others don't

• Rule 1.5: Be 100 per cent committed

• Rule 1.6: Enjoy what you are doing

• Rule 1.7 Develop the right attitude

• Rule 1.8: Never complain about how hard you

Rules of Work

Rule 2: Know that you're being judged at all times

• Rule 2.1: Dress well

• Rule 2.2: Cultivate a smile

• Rule 2.3: No limp fish, perfect your handshake

• Rule 2.4: Show confidence and energy

• Rule 2.5: Pay attention to personal grooming

• Rule 2.6 Be cool

• Rule 2.7 Speak well

• Rule 2.8: Write well

Rules of Work: Summary

• Rule 38: Don’t let it get to you

• Rule 41: Be proactive, not reactive

• Rule 47: Be ready to unlearn – what works, changes

• Rule 54: Recognize when you’re stressed

• Rule 55: Manage your health

• Rule 75: Let the company know you are on its side

• Rule 76: Don’t bad mouth your boss

• Rule 77: Don’t bad-mouth your team

• Rule 78: Accept that some things your bosses tell you to do will be wrong

End Notes

Career Planning: Summary

7. Career

6. Attitude

Discipline

4. Relationship

3. Time

2. Boss

1. Job

What to

Manage?

1. Grow up

2. Understand Yourself

3. Invest in Yourself

4. Eliminate “Cannot be Done”

5. “You are being observed all the time”

How to reach your

maximum potential

How to reach your

maximum potential

6. “Everything depends on Relationships”

7. Choose your close Friends

8. Serve

9. Control and use your Emotions

10.Discipline

The Ultimate Career Advice

“Find something you like to do so much

that you would gladly do it for nothing.

Then, learn to do it so well that people

would be happy to pay you for it.”

Endnote

The rest is up to you.

Thank You.

soft copy of slides: http://totallyunrelatedrandomanddebatable.

blogspot.com/

(clariden) managing your professional development: effective strategies for career progression and...

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