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

CLARIDEN GLOBAL - Executive Secretary and
Personal Assistant (ES/PA) Conference 2015

Managing Your Professional Development: Effective Strategies for Career Progression and Skills every PA Should Acquire
• Feedback process - useful models
• Ongoing personal and professional development - Identifying where you are
vs where you want to be
• Understanding and harnessing technology and new media
• Skills every PA should acquire
• Strategies for effective business networking

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

  1. 1. 1 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing Your Professional Development: Effective Strategies for Career Progression and Skills every PA Should Acquire Kenny Ong Unilever Network Malaysia & Singapore
  2. 2. 2 http://totallyunrelatedrandomanddebatable.blogspot.com/ “Be more initiative and get things done fast. Understand the working style of your superior and assist him accordingly”
  3. 3. 3 http://totallyunrelatedrandomanddebatable.blogspot.com/ €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. 4. 4 http://totallyunrelatedrandomanddebatable.blogspot.com/
  5. 5. 5 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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?
  6. 6. 6 http://totallyunrelatedrandomanddebatable.blogspot.com/ Career Planning 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Time 2. Boss 1. Job What to Manage?
  7. 7. 7 http://totallyunrelatedrandomanddebatable.blogspot.com/ 1. Managing your Job
  8. 8. 8 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing Your Job “Know your job well, do it well, and be better than anyone else doing it.”
  9. 9. 11 http://totallyunrelatedrandomanddebatable.blogspot.com/ Activity vs. Accountability
  10. 10. 12 http://totallyunrelatedrandomanddebatable.blogspot.com/ "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
  11. 11. 13 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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…
  12. 12. 15 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss
  13. 13. 16 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss 1. Boss’ problems 2. My Boss, the Client 3. Boss’ Personality 4. Bad Bosses
  14. 14. 17 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ problems “You can get anything in life that you want if you can help enough people get what they want”
  15. 15. 18 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ 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%)
  16. 16. 19 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ 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%)
  17. 17. 20 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ 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
  18. 18. 21 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ 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
  19. 19. 22 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  20. 20. 23 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: My 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
  21. 21. 24 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: My Boss, the Client 1. What I have learned about properly managing clients and customers: 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.
  22. 22. 25 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: My Boss, the Client 1. What I have learned about properly managing clients and customers: 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.
  23. 23. 26 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  24. 24. 27 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  25. 25. 28 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Boss: Boss’ Personality Closed Open People Task Peaceful: Phlegmatic Powerful: Choleric Popular: Sanguine Perfect: Melancholy
  26. 26. 29 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Time
  27. 27. 30 http://totallyunrelatedrandomanddebatable.blogspot.com/ Greatest Success Lesson Law of the Ping-Pong Ball a.k.a. Law of Cause and Effect
  28. 28. 31 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  29. 29. 33 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Time: At the HEART… Only three things really matter in Time Management: 1. Prioritize 2. To-do List 3. Maximize
  30. 30. 34 http://totallyunrelatedrandomanddebatable.blogspot.com/ 1. Prioritize Important Urgent L H H DO this. Deadline. Markers. Automate. Predict. Delegate. Delay. Downtime. Don’t do.
  31. 31. 35 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  32. 32. 36 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  33. 33. 37 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  34. 34. 38 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  35. 35. 39 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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.”
  36. 36. 40 http://totallyunrelatedrandomanddebatable.blogspot.com/ 2. To-do List Task 1 Task 2 Task 3 ! ↓
  37. 37. 41 http://totallyunrelatedrandomanddebatable.blogspot.com/ 2. To-do List 1. Must do. If not, don’t continue 2. Prioritize 3. Update 4. Discipline. Morning/Evening. 5. Work/Life List
  38. 38. 43 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  39. 39. 44 http://totallyunrelatedrandomanddebatable.blogspot.com/
  40. 40. 45 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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…
  41. 41. 46 http://totallyunrelatedrandomanddebatable.blogspot.com/ 4. Managing your Relationships
  42. 42. 52 http://totallyunrelatedrandomanddebatable.blogspot.com/ Managing your Career
  43. 43. 53 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  44. 44. 54 http://totallyunrelatedrandomanddebatable.blogspot.com/ Career Guide • Go Wide, Dig Deep
  45. 45. 60 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  46. 46. 61 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  47. 47. 62 http://totallyunrelatedrandomanddebatable.blogspot.com/ Rules of Work
  48. 48. 63 http://totallyunrelatedrandomanddebatable.blogspot.com/ • 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
  49. 49. 64 http://totallyunrelatedrandomanddebatable.blogspot.com/ Reminder… “Know your job well, do it well, and be better than anyone else doing it.”
  50. 50. 71 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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 work
  51. 51. 75 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  52. 52. 80 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  53. 53. 81 http://totallyunrelatedrandomanddebatable.blogspot.com/ End Notes
  54. 54. 82 http://totallyunrelatedrandomanddebatable.blogspot.com/ Career Planning: Summary 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Time 2. Boss 1. Job What to Manage?
  55. 55. 83 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  56. 56. 84 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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
  57. 57. 85 http://totallyunrelatedrandomanddebatable.blogspot.com/ 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.”
  58. 58. 86 http://totallyunrelatedrandomanddebatable.blogspot.com/ Endnote The rest is up to you.
  59. 59. Thank You. soft copy of slides: http://totallyunrelatedrandomanddebatable. blogspot.com/

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