(COMFORI) Climbing the Corporate Ladder: From Assistant to Strategic Business Partner

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http://totallyunrelatedrandomanddebatable.blogspot.com/
Elite Secretarial & Administrative Conference:
Climbing the Corporate Ladder:
From Assistant to Strategic
Business Partner
Kenny Ong
Unilever Network Malaysia & Singapore

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“Be more initiative and get
things done fast.
Understand the working style
of your superior and assist
him accordingly”

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€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
130YEARS & STILL GROWING

4

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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?

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Career Planning
7. Career
6. Attitude
5.
Discipline
4. Relationship
3. Time
2. Boss
1. Job
What to
Manage?

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1. Managing your Job

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Managing Your Job
“Know your job well, do it well, and be
better than anyone else doing it.”

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Managing Your Job
Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Corp. Division Head
•Business Unit Head
•Division Head
•Department Head
Types of Roles
Real Level = Type of Work + Type of Boss

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Activity vs.
Accountability

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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…

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Managing your Boss

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Managing your Boss
1. Boss’ problems
2. My Boss, the Client
3. Boss’ Personality
4. Bad Bosses

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Managing your Boss: Boss’
problems
“You can get anything in life that
you want if you can help enough
people get what they want”

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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%)

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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%)

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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

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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

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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

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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
good
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

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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.

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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.

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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
TASK
•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
TASK

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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.
OPEN
•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

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Managing your Boss: Boss’ Personality
Closed Open
People
Task
Peaceful: Phlegmatic
Powerful: Choleric
Popular: Sanguine
Perfect: Melancholy

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Managing your Time

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Greatest Success Lesson
Law of the Ping-Pong Ball
a.k.a. Law of Cause and Effect

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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

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Managing your Time: At the
HEART…
Only three things really matter in Time
Management:
1. Prioritize
2. To-do List
3. Maximize

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1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline.
Markers.
Automate.
Predict.
Delegate.
Delay.
Downtime.
Don’t do.

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Important
Urgent
L H
H
DO this.
Deadline.
Markers.
Automate.
Predict.
Delegate.
Delay.
Downtime.
Don’t do.
1.Tackle these
first
2.Feed-Turn-
Feed-turn
1. Prioritize

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Important
Urgent
L H
H
DO this.
Deadline.
Markers.
Automate.
Predict.
Delegate.
Delay.
Downtime.
Don’t do.
1.Set deadlines
2.“Granular” action
steps
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

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Important
Urgent
L H
H
DO this.
Deadline.
Markers.
Automate.
Predict.
Delegate.
Delay.
Downtime.
Don’t do.
1.Feed-Turn-Feed-
turn
2.“BOSS” Green File
3.Behavior prediction
(esp. Boss)
4.Pre-research and
Filing
5.IT Skills and Tools
1. Prioritize

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Important
Urgent
L H
H
DO this.
Deadline.
Markers.
Automate.
Predict.
Delegate.
Delay.
Downtime.
Don’t do.
1.One-Hour Per
day
2.One-half hour
every week
3.Get somebody
else to do it
4.Don’t do it at all
1. Prioritize

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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.”

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2. To-do List
Task 1
Task 2
Task 3
!
↓

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2. To-do List
1. Must do. If not, don’t continue
2. Prioritize
3. Update
4. Discipline. Morning/Evening.
5. Work/Life List

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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

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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…

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4. Managing your Relationships

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Managing your Career

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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
mind
4. Letting your Boss (or company) manage your
career

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Career Guide
• Go Wide, Dig Deep

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Career Progression: Current
Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Division Head
•Department Head

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Career Progression: 1
Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Division Head
•Department Head

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Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Division Head
•Department Head

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Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Division Head
•Department Head

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Type of Work
•Ambassador/COO
•Representative
•Manager
•Advisor
•Administrator
•Standard
Type of Boss
•Chairman
•CEO
•Division Head
•Department Head

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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

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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
goals
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

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Rules of Work

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• 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

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Reminder…
“Know your job well, do it
well, and be better than
anyone else doing it.”

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Rules of Work
• Rule 1.1: Get your work noticed
–The unexpected report/proposal
–ignoring the rest (e.g. politics, gossip,
time wasting etc)
–being very good at your job and don’t
get distracted.

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Rules of Work
• Rule 1.2: Never stand still
• Job: merely a means to an end.
• While others are distracted
• Fixed on the next step:
– Study for the next promotion
– Write special reports/proposals
– Research ways to improve the work process
– Further you knowledge of company

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Rules of Work
• Rule 1.3: Under promise and over
deliver
• Rule 1.4: Know something the others
don't
–to look at your talents
–relevant, topical, interesting.

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Rules of Work
• Rule 1.5: Be 100 per cent committed
• Being a professional means you are going to
have to work a lot harder than any of your
colleagues.
• For you there is no time off, no downtime, no
lazing around.

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Rules of Work
• Rule 1.6: Enjoy what you are doing
• Rule 1.7 Develop the right attitude
• Rule 1.8: Never complain about how hard you
work

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Rules of Work
work
• Look at the all the successful leaders and
professionals.
• Smooth, easy, relaxed, unhurried, in control and
very cool. You never run, never panic, never
seem to hurry.
• Must never admit, complain, or let others know.
To the outside observer : taking it easy

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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
work

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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

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Rules of Work
• Rule 2.4: Show confidence and energy
• When you walk through the office first thing in the
morning there should a spring in your step. Let
others crawl into the office.
• You need to be smoothly in control – not hurried, not
lazily, not frightened or beaten. You need to be seen
as bright and fresh and alive and enthusiastic.

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Rules of Work
• Rule 2.5: Pay attention to personal grooming
• Rule 2.6 Be cool
• Rule 2.7 Speak well
• Rule 2.8: Write well

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Rules of Work
• 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

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Rules of Work
• Rule 38: Don’t let it get to you
• If it all gets to much, remember it’s just a job
• This means putting things into context so you can
go home and switch off.

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Rules of Work
• 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

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Rules of Work
• Rule 75: Let the company know you are on its side
• Read the company newsletter
• Support company functions
• Show an interest, Ask questions
• Use the company’s products and services
• Actively speak well of the company
• Rehearse what you think is good about the company –
have a ready answer of asked
• Know the company’s mission and philosophy
• Know the company’s history
• What you do not do – ever – is bad-mouth the company
under any circumstances

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Rules of Work
• 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
– Accept that bosses don’t know what they are doing, are
not going change, and you have to put up with it. You
can also Refuse or Leave.
– Accept it from time to time.

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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

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End Notes

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Career Planning: Summary
7. Career
6. Attitude
5.
Discipline
4. Relationship
3. Time
2. Boss
1. Job
What to
Manage?

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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

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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

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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.”

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Endnote
The rest is up to you.

Thank You.
soft copy of slides:
http://totallyunrelatedrandomanddebatable.
blogspot.com/

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