Smart Step In The: Business World

Smart Step in the

Business world

Let’s know each other!

Introduction  Name  What stream are you in?  Hobbies  Personal Information  Aspirations and dreams  Anything more…………..

Handshake Points  Everyone Participates  Raise your hand  Punctuality  We are in it together  Cell Phones/ Pagers .. Outside of the room  Smoking – lets all do this outside  Lets all have fun

Workshop Expectation

Workshop objectives •

Nuances of the corporate world

•

Personality Development

•

Resume Building

•

Interview Handling Skills

•

Effective Communication Skills

Transformation into Corporate Life

`There are obviously two educations. One should teach us how to make a living and the other how to live’. - James Truslow Adams (1878–1949) American essayist & historian

Student Vs Professional Student:-

Professional:-

Happy go Lucky

Serious, work oriented

No time constraint / Limit

Deadlines

Minimal attendance

All working days required

No Focus

Focus on work required

Funky Outfits

Corporate Dress Code

Jazzy Satchel

Sober briefcase/hold all’s

Close to heart causes

Companies Mission/values

Do what you like

Like what you do

Behavior in Workplace A successful executive can: •

Identify, organize, plan, and allocate resources.

•

Work with others as a member of a team to meet the requirements of internal and external customers, across diverse geography and achieve objectives.

•

Acquire, evaluate and communicate information, using verbal or written communication.

•

Understand complex interrelationships within the workplace and within the customer’s work environment.

•

Work with a variety of technologies and maximize performance.

•

Demonstrate positive attitude in workplace.

Non-acceptable Behavior in Workplace •

Speaking loudly

•

Using a speakerphone

•

Not treating office matters as confidential matters

•

Not taking your cellular phone to lunch

•

Interrupting someone who is on the telephone

•

Using your workstation for meetings

•

Not respecting your colleagues privacy

•

Using unacceptable language

•

The “crowd” you associate with

Employer Expectations •

Sociable

•

Friendly

•

Enthusiasm for work

•

Discipline

•

Determination

•

Dedication

•

Knowledge

•

Adherence – Company Values/Mission

•

Commitment

Critical Factors for Success! •

Associate with Winners; not Whiners

•

Develop a reputation for being dependable & resourceful

•

Have a Disciplined Lifestyle

•

Set attainable goals

•

Network Wisely

Lets create an IMPACT! •

I – Integrity

•

M – Manner Building

•

P – Personality Development

•

A – Appearance Projection

•

C – Consideration

•

T – Tact

Factors for Success

Five factors for success

1. The you factor

Understanding Ourselves

ud At tit

ills

Knowledge

Sk

Skills

e

Attitude

Knowledge

HOW DO YOU LOOK?

HOW DO YOU FEEL?

HOW DO YOU PLAN?

How Do I Create an Impact Make the right Initial Impact •

Groom properly

•

Present myself with a positive attitude

•

Communicate effectively and efficiently

Grooming & Etiquette

Personal Grooming-what is it?

well-groomed 

ADJECTIVE In good order or clean condition Refers to the state of personality.

Its Important because…

Your Image Is Showing

When other people look at you, they make judgments about you based on what they see.

Appearance can be a powerful and useful tool in controlling the kind of message you send to others.

Grooming includes: •

Zones and distances

•

Importance of voice modulation

•

Formal Dress for men & women

•

Approaching a customer

Remember: Dressing appropriately is not dressing expensively

Casual dress = casual attitude

For a good wardrobe… •

Be careful of the colour of dress that you wear

•

Pants should offer a variety of medium to dark colors

•

Shirts should include a variety of whites, other lights, and stripes

•

Your dress should be always clean and should not emanate any pungent odour

•

Your clothes should be necessarily ironed.

•

Belts should be made of good-quality leather in a subdued color

•

Shoes should be polished.

Shirts •

Use pastel or sober colors for a formal wear

•

Ensure that the shirt is well ironed & no buttons are missing

•

Do not fold up the sleeves in case of a full sleeved shirt

•

Always buy a shirt after checking your comfort with closed collar button, as the collar buttons need to be closed while wearing a tie

Trousers •

Trousers should preferably dark in color

•

Ensure it is well ironed & pleated

•

Whatever be the fashion, the legs of the trouser must not be so long as to fall in folds over the shoes

Tie •

Ties should have sober prints & colors

•

Avoid dramatic patterns

•

When wearing a tie, ensure that it reaches till the belt

•

A common but an unacceptable mistake is wearing a tie with collar button open

•

Do not put the lower part of the tie inside the shirt

•

The lower part should also not be longer than the upper side part of the tie

Belts

•

Belts should be made of good quality leather

•

The buckle should be simple & not flashy

•

Restrict yourself to formal colors

Socks •

Ensure that you wear dark color socks, complementing the color of your trouser

•

Do not wear torn or socks or with loose elastic

•

length should be such that bare skin of your leg should not be visible during any sitting position

Shoes

•

Wear leather shoes, black or brown in color

•

Prefer lace ups for all formal occasions

•

Do not wear broken shoes

•

Never forget to polish your shoes.

Women…do’s

•

Conservative business make-up

•

Mild or no fragrance

•

Hair under control and off the face

Women…don’ts •

Anything too bright, tight, sheer or short.

•

Heels so high you're unsteady

•

Too much makeup

•

Wear big, shiny buckles or jewellery

•

Earrings that are large or dangle

•

Bangle bracelets (or anything noisy)

Personal Hygiene  Uniform •Clean & Ironed •Well fitting

Shoes •Clean & Polished

Socks •Clean •Not torn •Elastic not loose •Navy Blue / Black

Makeup •Light •Complementing your face •Jewelry •Delicate & minimum

Hair •Clean & Dandruff free •Well combed •keep them short and neatly combed. •Women to tie their hair •Men to be clean shaven

Cigarettes / Paan •Avoid chewing pan and guthkas •It brings you across as an unprofessional person •After a cigarette break, chew some mint. •You should not be smelling of tobacco

Nails •Clean •Cut & Filed •No Polish Meal Breaks •Ensure that you take a meal break when your patient does not need your attendance •Have your meals in a proper eating area and not any `free space

Today did you… •Bathe /shower •Shave •Use deodorant

Personal Tool Kit • • • • • • • •

Comb Handkerchief Brush Deodorant Mouth Wash Mint Instant Shoe Polish (Small investment in being Professional)

• After we have made a striking presence with our impressive grooming. • Now, let’s communicate in the corporate manner!

Five factors for success

2. Communication skills

What are the most common ways we communicate? Sp

ok e

n

W

l

or

d

a Visu

Body

ord W n e t Writ

s

ge a m I

Langu

age

What is Communication? Communication is a process in which two or more parties interact with each other and exchange information Communication: A two way process Sende r

Receive r

The C omm uni cati on Pr oc ess

Sen der

Me ssage

Channel

Fee dba ck

Rec ei ve r

Typ es of Communi cat ion External / Internal Formal / Informal

Written

Oral

Verbal

Non Verbal

Types of Communication

• Verbal • Non-Verbal

What causes distortion in communication? • • • • • •

Perceptions Language Semantics Personal Interests Emotions Inflections

• Environment – noise • Preconceived notions/expectation s • Wordiness • Attention span • Physical hearing problem • Speed of thought

What is Listening?

• • • •

Listening is different from hearing Listening is more active It involves hearing a sound & understanding it The next step involves sending a feedback that includes an acknowledgement

How to be a Good Listener ? •

Maintain Eye Contact

•

Observe Body Language

•

Respond

•

Avoid Interruptions

Pay Complete Attention to the Speaker •

•

Listen Actively

Acti ve Li st eni ng Pay Attention

Monitor Non-Verbal

Visualize

Effective Active Listening Encourage others to Talk

Paraphrase and Repeat Make No Assumptions

Assertive Communication A person communicates assertively by not being afraid to speak his or her mind or trying to influence others, But doing so in a way that respects the personal boundaries of others

Benefits of Assertive Communication • • • • • •

Your needs, wants & feelings are understood You experience fewer conflicts and arguments You have a better chance of getting what you want Your confidence and self-esteem are enhanced You feel in control of your own life Both parties feel respected and heard

Assertiveness is not: • Getting your own way and winning every

time • A series of quick fix tricks to handle difficult

situations • Manipulating others to get your own way

Importance of Body Language Your ability to read and understand the other person's Body Language can make the difference between making a great impression or a very bad one!

A good first impression is half the battle won!

Why do we need to understand body language?

•

Improves Communication Skills

•

Increases Personal Effectiveness

•

Advances your Personal and Professional Targets

Body Language Indicators • • • • • •

The Eyes The Mouth Facial Signals The Head The Hands The Feet

• • • • •

Greeting Behaviour or Habit Silence Physical Contact Zones & Distances

Workplace etiquette

Zones & social distances We like to keep our distance from others and there are very specific social rules about how close we can go to others in particular situations. This social distance is also known as body space and comfort zone and the use of this space is called proxemics

•

Public Zone : > 12 feet (3m)

•

Social Zone : 4 - 12 feet (1.5m - 3m)

•

Personal Zone : 1.5-4 feet (0.5m - 1.5m)

•

Intimate Zone < 1.5 feet (< 0.5m)

Identify the following Postures

Communication happens through body language

Eye Contact •

Eye contact is one of the most important part of body language.

•

Maintaining good eye contact shows respect and interest in what they have to say.

•

One should keep eye contact around 60-70% of the time. (However, there are wide cultural differences, so be careful in other countries)

•

Instead, it will give them a feeling of comfort and genuine warmth in your company

•

Improper eye contact can make you look too intense or low in interest in an interaction

Posture Posture is the next thing to master •

Get your posture right and you'll automatically start feeling better, as it makes you feel good almost instantly

•

Next time you notice you're feeling a bit down, take a look at how your standing or sitting

•

Chances are you'll be slouched over with your shoulders drooping down and inward

•

This collapses the chest and inhibits good breathing, which in turn can help make you feel nervous or uncomfortable

Head Position •

To feel confident and self assured keep your head level straight and vertical.

•

Straight head position can also be used to look authoritative and serious

•

To be friendly and in the listening, receptive mode, tilting the head a little to one side

•

Shift of the tilt from left to right at different points in the conversation.

Hand movement •

Arms give away the clues as to how open and receptive we are to everyone we meet and interact with,

•

Keep your arms out to the side of your body or behind your back. – This shows you are not scared to take on whatever comes your way and you meet things "full frontal".

•

In general terms the more outgoing you are as a person, the more you tend to use your arms with big movements.

•

Try to strike a natural balance and keep your arm movements midway.

Hand Movement •

Palms slightly up and outward is seen as open and friendly.

•

Palm down gestures are generally seen as dominant, emphasizing and possibly aggressive, especially when there is no movement or bending between the wrist and the forearm.

•

Palm up and palm down is very important when it comes to handshaking.

•

Preferably offer a handshake upright and vertical, which should convey equality.

Leg Posture • • •

Keep legs as still as possible in most situations, especially at interviews or work meetings. Do not move around much Legs should remain close to each other

Facial Expressions •

Mouth movements can give away all sorts of clues.

•

Pursing of lips and sometimes twist them to the side while thinking might bring you across as an arrogant person.

•

Though not spoken, facial expressions can speak more than one may want.

Identify the facial expression

Body Language: What signals are you sending? Positive Signals ✂ Leaning forward = interest ✂ Smiling = friendly ✂ Nodding = attentive and alert ✂ Eye contact = curious and focused

Negative Signals ✂ Crossed arms = defensive ✂ Fidgeting hands or tapping feet = nervous or bored ✂ Lack of eye contact = untrustworthy ✂ Leaning back= discomfort

Professional voice & tone • • • •

Use a pleasant tone of voice. Remember it makes up 38% of the communication message Speak clearly. Do not chew gum while you talk Be polite Avoid interruptions Avoid fillers e.g. okay, you know

•

Use the correct pitch & volume

•

Awareness to Market Changes •

Reading marketing research reports and research forecasts

•

Observing current fads that could potentially turn into long-term changes

•

Observing new products that are growing in popularity

•

Observing products or technologies that are revolutionary

Five factors for success

3. Interactive skills

Interpersonal Relationship

Improving our interpersonal skills will not only have a direct effect on our work life, but by improving our personal lives it will indirectly improve our work performance.

• Use your communication skills and positive attitude to strike the right chord at the interview board.

What is a resume? • The resume is a tool with one specific purpose: to win an interview • It presents you in the best light • It convinces the employer that you have what it takes to be successful in this new position or career.

What is a resume? • A resume is a personal summary of your professional history and qualifications. • It includes information about your career goals, education, work experience, activities, honors, and any special skills you might have.

Tips for a good resume • Writing a great resume does not necessarily mean you should follow the rules you hear through the grapevine • Every resume is a one-of-a-kind marketing communication. • It should be appropriate to your situation and do exactly what you want it to do.

Tips for a good resume • It is a mistake to think of your resume as a history of your past • Though most of the content of any resume is focused on your job history write from the intention to create interest, to persuade the employer to call you

Types of Resume • Resumes come in many different kind of formats and are generally all accepted by employers • The most important thing is that a resume must grab the employers’ attention within 30 seconds

Resume Formats • Chronological – Lists relevant work experience by company/title in reverse order of when you performed the work

• Functional – Arranges experience according to functional heading, such as Managerial, Purchasing, or Administrative

• Combination – Mixes the two styles to highlight progressively complex duties under a functional heading

Resume Headings • Identifying information

– Name, address, phone numbers, and e-mail address

• Objective

– Clear, concise, and focused on what you want to do within the organization

• Education • Experience

– Can go back 10 years, not including high school experience

• Other – – – –

Certifications Internships and/or volunteer work Professional affiliations Publications and presentations

What is an objective statement? • A short section (usually 1-3 lines), often in the form of a sentence fragment, immediately below your contact information • An “at a glance” picture of you and your career interests • Other names: Professional Objective, Resume Capsule, Career Goals, etc.

“Instant” objective statements

• For practice, fill in the parts in brackets • To utilize my [qualifications, strengths, or skills] as a [position title] • A position as a [position title] for [company name] allowing me to develop my [qualifications, strengths, or skills] • An opportunity to [professional goal] in a [type of organization, work environment, or field] • [position title] with emphasis in [areas of expertise]

Contact Information What may you include? • Name, of course! • Address and phone – Campus – Permanent

• • • •

Email Web address Phone number Any other means of contact

The “bare bones” education section • Schools you have attended, including universities, community colleges, technical schools, etc. • Location of school(s) • Date of graduation, actual or anticipated • Degree(s) earned or pursued • Grades

What else may be included? • Extra information about your degree (funding sources, honors, etc.)—usually listed or included in parentheses • Specializations and special projects— usually listed or described briefly • Other relevant skills and training (relevant coursework, computer skills, language proficiency, certifications, licenses, etc.)— may be subsections or separate sections

Questions to answer • What are my major and minor Grades? • Any honors related to my degree? • How is my education funded? • What are my major(s) and minor(s)? What are my areas of emphasis, specialization, or concentration? • What special course or degree-related projects may be relevant?

• What courses have I taken that are related to my career goals? • With what computer programs am I most familiar? • What language proficiencies do I have? • Any certifications or licenses? • Do I have any on-thejob educational training such as in-house training programs?

Selecting content for readers • Consider how much space you have on your resume • Read job ads closely • Highlight all educational experiences that may prove relevant to the job • Select your most relevant educational experiences or those for which you have space • Match organization and design with rest of resume

What is an experience section? • A section that emphasizes your past and present employment and/or your participation in relevant activities • Other common names: Professional Experience, Work History, Field Work, Volunteer Work, etc. • Special names: Technical Experience, Supervisory Experience, Aviation Experience, etc.

Try to see your experiences as a professional would UNDERSTATED – Answered phone – Wiped tables

PROFESSIONAL – Acted as liaison between clients and legal staff – Created healthy environment for customers and maintained positive public image

Proof read with a magnifying glass • Triple-check for accuracy • One typo could cost you an interview!

General Guidelines • Length: It is best to limit an entrylevel resume to one typed page. Be as concise as possible in stating information in each section of your resume. • Font: Avoid fonts smaller than 10 point and larger than 12 point. • Paper: Use A4 paper. Print your resume with a laser or high quality ink-jet printer.

• Sample Resumes

• Prepare your own resume

Five factors for success

4. Knowledge of the industry

Five factors for success

5. Strategies for growth

MANAGING YOUR TIME

If I ha d the ti me, I wo uld love to …

If I had the time I would love to … ….

Bu t, I do n’ t h ave the ti me beca use…

WOR LI FEK

TIME ? • WHAT DO WE UNDERSTAND BY TIME ?

• HOW WOULD YOU DEFINE TIME ?

TIME is a continuous process in which events succeed one another from past through present to future

FUTURE

PRE SENT

PAS T

Timeless Myths



I don’t have time



I’ll have more time later



I can save time



I can’t control events



Planning will never work for me



Working harder will make me succeed



There is no time for me or my family

Time Management is a set of skills and tools to help us ‘effectively’ control the events of our lives

Know how you are spending your time

 Efficiency is doing the job right  Effectiveness is doing the right job

Time Robbers imposed by Others

 Interruptions

 Untrained staff

 Unnecessary meetings

 Lack of authority

 Too much work

 Interoffice travel

 Poor Communication

 Others’ mistakes

 Equipment failure

 Revised deadlines

Time Robbers imposed by Self

•Poor attitude  Absentmindedness

 Fatigue  Lack of self discipline

 Failure to listen  Indecision

 Outside activities

 Leaving tasks unfinished

 Attempting too much

 Cluttered workplace

PROCRASTINATION

• Conscious

- where

we are

“awake” and aware of what we are doing, and

• Unconscious - where we are almost totally unaware of our actions. Why do we procrastinate ?

PROCRASTINATION ✔Set a deadline ✔Do the most unpleasant part first. ✔Make a game of it. ✔Build in a reward

READYING YOURSELF “IF I HAD NINE HOURS TO CUT DOWN A TREE,I WOULD SPEND SIX HOURS SHARPENING MY AXE!”

Rank the issues •High priority- must gets •Medium priorityshould gets •Low priority- could gets

•Of top priority are your must gets. •These are your essentials. •If you don’t achieve these you will walk away from the negotiation table

• Of moderate priority are your should gets. • You expect to achieve this • You will be very disappointed if you don’t achieve most of them

Of lowest priority are your could gets. You would like to achieve these but they are the issues you are prepared to concede on in order to achieve your must gets

3 Es OF SETTING PRIORITIES

• EVALUATE • ELIMINATE • ESTIMATE

Urgent – Important Model

Not Ur gen t

Impor ta nt

I

II

Not Imp

Ur gen t

III

IV

Manage Your Time

 Set Goals  Plan  Prioritise

Sett ing Goal s S

PE CI FI C

M

EAS URABLE

A

CHI EVAB LE / AG RE ED UPO N

R

EALIS TIC

T

IME BO UN D

Effective Planning



Fin d a q uiet plac e



Rev ie w the lon g ran ge ob jec tiv es



Set sp ec ific dai ly g oals



Set a time limit fo r each tas k



Prior it is e you r t asks



An ticip ate ob stac le s

Ways to Organise Yourself 

Al way s carr y your plan ne r



‘To - D o’ list and priori tis e ac tivit ies dai ly



Al loc at e t ime t o plan an d re vie w you r major g oals



Sc he dule to get her



Se t t ime li mits for t asks



Sc he dule imp ort ant ac tivit ies for ‘pe ak ’ hou rs



Don ’t g et c au ght in low v alue de tail s



Learn to say ‘no’

all

ph on e

call s,

errand s,

ap poi ntmen ts

Dealing with Unplanned Activity



Co mp lete y ou r p lan ned ac tiv ity firs t



Post pone un plan ne d activ ity



Pu t a t ime limit on un plann ed ac tivity



Be ass ert ive



Kee p a log

GOALS are important ……….. because

» they give us a sense of DIRECTION » they are dreams with a DEADLINE & an ACTION PLAN

Benefits of Goal Setting • Provides a tool for assessment • Encourages objective appraisals • Improves employee performance • Sense of accomplishment • Increased employee morale • Provides direction

Goals vs Objectives • Goals – Personal or Professional goals provide framework – Provide guidelines • Objectives – More specific – “What by when” statements

Personal Practices

Ov era rchi ng Goal s (A sp irat ions)

Sup er ord ina te Goal s (Mo tiv es)

JB’s

OCB’ s

Effort Res pon se to Sup ervi sion

Per sonal Pr actices

Sc rip ts •Fol low er Behavi or •Se lf-Mes sages •Cor porate Lore

Per formance

How As pi rat ions Beco me Tr an sl at ed into Per forma nce

Set Mission

Values Departmental Goals Work-Group Goals Individual Goals Feedback

Monitor

Reward

Vision

Getting Started… • Discuss purpose of goal setting • Explain the process • Explain how goals will be used • Provide examples of goals

SMARTER Goals • • • • • • •

Specific Measurable Achievable Relevant Timely Effective Reinforcing

Specific • Uses specific terms rather than vague, abstract ones – Inappropriate: Employees will be empowered – Appropriate: Employees will be authorized to make more decisions

Measurable • Includes some method for objectively measuring their achievement – Inappropriate: Consumers will be delighted – Appropriate: We will receive at least 12 unsolicited testimonials from our consumers expressing positive reactions to our services

Achievable • Is challenging but realistic – Inappropriate: All consumers will be seen by a counselor within 2 days of intake – Appropriate: Seventy-five percent of consumers will be seen by a counselor within 2 months of intake

Relevant • Follows the business strategy of the organization and unit – Organization goal: Increase competitive placements by 30 percent – Inappropriate: Increase competitive placements by 5 percent – Appropriate: Increase competitive placements by 30 percent

Timely • Specifies a time period (short-, medium-, or long-term) – Inappropriate: Reduce the size of the waiting list by 10% – Appropriate: Reduce the size of the waiting list by 10% during the first two quarters

Effective • Focuses on critical factors and avoids trivial ones – Inappropriate: Use fewer paperclips – Appropriate: Fully implement agency policy on consumer choice by the end of the year

Reinforcing • Subsequent goals in a list reinforce previous goals, and do not contradict them – First goal on a list: Reduce the amount of paperwork in the department – Inappropriate second goal: The paperwork reduction committee will distribute copies of its final report to all employees. – Appropriate second goal: The paperwork reduction committee will post a one-page summary of its final report on the notice board, and put the full text on the company intranet.

Generating Goals... 

Meet to discuss goals  



Let employee go first Provide positive reinforcement for goals

Establish a combined set of goals 

Increases success of obtaining goals

Monitoring Process • Joint agreement – Measuring & monitoring progress • e.g., “review placements every 2 weeks and compare to target placement figures”

• Assess progress toward reaching goal – Make any necessary adjustments

Goal Setting...  

 

Create the need Introduce the process Generate goals Measure & monitor

The effort will pay off !!!

Dangers in Goal Setting • Goals can be counterproductive, demoralizing, and can engender hostility if they are not – Specific – Realistic – Mutually determined

Clear Clarity is obscured by: Perception Jargon Complexity

Clarity: Perception is your reality!

But is it the truth?

Clarity: Different perceptions

Clarity: Reduce complexity

Clarity: Do not ramble Be brief Be focused Simple language

Clarity: Misinterpret simple things

If you can keep your head when all about you Are losing theirs …

Rudyard Kipling “If”

Clarity: Business writing guidelines Be brief Revise Rewrite

Clarity: Business writing guidelines

These … Once ingrained, these perceptions are extremely difficult to overcome.

Clarity: A picture says 1,000 words

Respond to … Cause…

Prescription for Balance Wh en the home fron t is bal an ced you p erform bet ter at wo rk

+ Wh en your care er is man age d eff ec tiv ely , y ou’ re h ap pier at home

+ Wh en th ere is a fair amou nt of le isure ac tivit y i n yo ur wee k, yo u fe el re vit al is ed and y ou r life is e nri ched

=

SUMMARY Balance/Self Management is a do-ityourself project. Many are able to balance home and career. Others struggle forever and jeopardize relationships, careers and happiness at home. Review this as often as it takes for you to make progress in bringing balance into your life.

COMMITMENT MAKES THE DIFFERENCE.

JUST DO IT!

Thank You…

WISHING YOU THE BEST UP THE ROAD TO

EXCELLENCE