Work Place Guide

Motivate Yourself

at Work

There are times when no amount of morale boosting or even a promotion can instil motivation in you. But that's precisely when you need to motivate yourself, for no one else can do it for you.

Be with go-getters - To motivate oneself, Priya Kumar, author and motivational speaker, believes you need to surround yourself with achievers. If you have a few top performers in your friends' list, you can't help but be motivated. Kumar has a large friends circle of super achievers, business owners, singers, actors, sportsmen, and she believes that just a phone call or a coffee with them pumps in the inspiration and motivation that lasts days and has a positive impact on her performance. People don't choose their company wisely. Having a good personal rapport with your seniors and bosses or even senior colleagues from other organisations keeps you motivated. These are real people and their success and drive inspires and fuels your own. Keep the company of achievers and you will see the impact in your own performance. Set your own benchmarks - Acknowledgement of your good work does you a world of good, says Asit Mohapatra, Director, HR - Textiles, Raymonds. Comparison with others are at times unrealistic and make you feel worthless. Set your own goals keeping in mind what is expected of you at work and deliver more. Strike off those you have achieved - this will not only motivate you but also encourage you to perform better at your job. Think of the present - It does not help thinking of past failures; they will just pull you down further. Instead, focus on the task at hand and find methods to excel at it, says E. Balaji, MD & CEO, Mafoi Randstad. Find a mentor who you can confide in and then find a new way to approach the same role. Thinking of the present will cement your decision on whether you want to continue in the present job profile or look for something different. Learning from mistakes and gauging the present situation can allow you take an informed step for your future endeavours, says Balaji. Keep your focus clear - Make your presence felt by achieving targets, especially those outside expected goals, says Sanjay Bali, GM, HR, Samsung. Enrolling in a learning and development programme organised by the company will give you a fresh perspective and set new standards for your own performance. A company review will help you focus on your weak points and encourage you to improve, says Bali. Stay curious - If you aren't tuned into the changes and developments in your work-place, you are definitely losing out on opportunities. A change of role can help boost your confidence and urge you to excel at the task at hand, says Mohapatra. Thinking you know it all is the biggest faux pas you can make. Chances are you will feel complacent and de-motivated sooner if you think you know everything there is to know about the job you have been assigned. Keep a balanced approach to your work, and don't let negative thoughts mar the chances of letting the positive aspects help your growth prospects.

Five ways to manage work overload

Farm Out Work It is important for a professional, particularly in a leadership role, to suitably delegate work. "Delegation of responsibilities will get the work done effectively, on time and without overload on one member. It will also give the manager free time for strategic thinking," says Gourab Barik, assistant general manager - corporate HR, Emami. "Team members will automatically take more responsibility than you think them capable of," says Abhishek Kumar, assistant professor, BIM-Trichy. Manage your Time Overload can be avoided to a great extent with effective time management. "Stop procrastinating. Working smarter rather than harder is the key," says Anupama Beri, HR head, Snapdeal.com. Balance Work & Life Employees should be able to strike a balance between work and personal life. This will not only enhance productivity but also help avoid excessive stress. Taking occasional timeout and leave, pursuing hobbies and interests can be some ways to prevent work overload," says Barik. Prioritise Tasks The ability to decide which task is important immediately and what can be done later is crucial in managing work overload. "You need to balance what needs immediate action and what needs discussion and deliberation and accordingly, act or postpone," says Abhishek Kumar. Enjoy your Work It is important for every professional to be able to align proficiency with aspirations, and only then can one derive

joy out of work. "If you enjoy or love your work the very idea of overload will be taken care of to a great extent and might even cease to exist," says Kumar.

Arrest a

Burnout in Early Stages

In today's fast-paced world, burnouts are becoming as common as the flu. Professionals from the medical field have expressed concern over cases not only among executives, but also students and young adults. This is why it has become important to identify a burnout and deal with it early.

Identify the burnout - A burnout is typically a combination of physical, mental and emotional stress, which leads to fatigue. You then acquire an early stage of stagnation, which impacts your output or desire to do things well, says Dr. Samir Parikh, consultant psychiatrist with Max Healthcare. Recognise the cause - Some jobs, such as voice-based ones at BPOs, are likely to result in burnout, says Sanjay Gupta, Global Head HR at ExlService. "When customers are dissatisfied, they may say things that increase stress levels. We have dealt with this in our company," he says. Similarly, not taking regular breaks from work is likely to lead to burnout. Meet people - It is important to socialise, talk to people and enjoy lighter moments, says Dr. Parikh. "Sometimes, taking long breaks could help, while for others, a short weekly break might do the trick," he adds. Get a change of scene - A change in job or work may help address a burnout, says Mr. Gupta. However, Dr. Parikh says a mere change may not always help. "If you have identified the cause, it may not be important to change something at the workplace. It could be an issue related to your home, which you may have ignored," he adds. At the same time, at work, a high-potential performer's work profile could be changed. "This will keep him going," he adds. Take preventive steps - "It is not easy to pull yourself out of burnout and to get back to your old self. So the ideal way is to not let it happen," Dr. Parikh says. He advises regular breaks from work, engaging with family and friends more often and pursuing hobbies and interests.

Avoid

Bitterness in Office

BITTERNESS OR NEGATIVITY in a workplace is common it often manifests as a persistent dislike about something or even a recurring conflict. This, in turn, affects the team and department's performance. Moresha Benjamin lists ways in which you can keep such feelings at bay.

Cut Out the Bitching - Gossip is detrimental to any professional relationship. "If you have to say things, even if it is unpleasant, say it openly and make it issue, rather than person-based. Personal integrity is crucial," says Arjun Shahani, MD, Armstrong World Industries. "Tell nothing but the truth. Bosses can forgive mistakes but if you lie, you're gone," he adds. Cultivate Empathy - If the boss isn't behaving cordially, know that he or she may be facing pressures, tension and stress too. Look for the positive in the negative. "You may constitue only 1% of his problems; don't make it as if it is 100%. Avoid approaching him for simple problems and be selective of what needs his attention," adds Rituparna Chakraborty, co-founder & VP, TeamLease Services. Think from the other person's point of view before you refuse or agree. Play Your Role Well - "Align yourself with the organisation's expectations from the point of view of role you play. Ensure that you are in sync with this and have prepared yourself for delivering," says Meenakshi Roy, senior VP, human resources, Reliance Broadcast Network. Focus on your job output, specifically on timelines and quality. Communicate Clearly - "Always keep your communication to your colleagues clear. If you have something in mind, go ahead and and convey it to them instead of keeping it to yourself," says Tarachandani. Reach out and discuss problem areas upfront with the person rather than being influenced by the grapevine, adds Subhro Bhaduri, executive VP and head human resources, Kotak Mahindra Bank. Ask for honest feedback at regular intervals; it will make sure you are on top of weak areas and are able to address them well in time, adds Roy. Take a Break - If the bitterness is having negative implications on efficiency, it is advisable for the employee to go on a vacation. "During this break, he or she may introspect and get more clarity. On their return, people have usually gotten over their bitterness," says Prashant Bhatnagar, director, hiring, Sapient India.

Form strong networks

outside your own team

Having an efficient team is a sure shot way of gaining recognition and laurels at the work place. But to maintain consistency it is essential to develop relationships beyond your immediate team. Having people in different

departments not only helps in building a network but also helps in strengthening the productivity of your own team.

Interact regularly - "Interaction is one of the strong mediums to develop network outside your team," says Sunil Goel, Director, GlobalHunt. To start with, it could be related to work and occasionally one could share one's experience which compliments each other's work interest as well. It has been observed that one department's work remains held up due to non-proactive approach of other related department. Garner support - "Develop a rapport with the other team or department. Having an understanding with another department many a times bails you out during an emergency situation," says Sangeeta Lala, VP, Team Lease Services. The team should be proactive and help other departments so that the common goal of the organisation is achieved, thinks Goel. Supportive nature of the person always develops a great network outside the team. Use top-down approach - Have the communication channels open. "If you are the team leader then strive towards building good relations with heads of other departments. This will help increase productivity of your team because resources from other teams will be available to you for achieving your targets," says Lala. "If I am not getting along with a function head of another, it will always show in my work and my team's productivity." Organise workshops - Conducting workshops outside office environment breaks ice between departments. In large organisations, many a times there is less or no visibility of functioning of other departments. Organising outings helps break that wall. One thing to keep in mind, says Goel, is to avoid interactions that are designed for only a segment of the departments. Make sure to add programmes and events that appeal to large majority of the workforce present. Have joint reviews - Initiate projects where your team and other departments can work together on. This aids in understanding what kind of role each department plays in the functioning of the organisation. A feedback session during the course of the project helps both teams to work more efficiently in achieving the assigned target. Have joint reviews of departments on a regular basis, says Lala. "It helps in clearing obstacles and developing new methods towards achieving targets. Also team members gain recognition for their work when it's discussed by their respective heads during a joint review session.

Deal with Ambiguity

at Work

With time, executives learn to deal uncertainty whether in the markets or the workplace, but dealing with its close cousin, ambiguity, is a different ball game. Ambiguity makes employees work in circumstances where there is no clear goal, outcome or path. For some, it is the best time to innovate since there is nothing to lose, while for others, there are a host of tools to deal with the unknown. There are, of course, those for whom vagueness is a part of work life. We suggest ways to deal with the phenomenon.

Think of all scenarios - When clients are unsure of what they want, it is a tough call for entrepreneurs there isn't much left for them to work with. Happy Hands, a voluntary organisation, is familiar with such a situation. Companies often say they want workshops but are unaware of the content or the budget which leaves Happy Hands with no blueprint. "We think of many directions the project can go into and then work on a Plan A, B or C," says Director Medhavi Gandhi. Invest in the best - Instead of waiting for the client to come up with solutions, Bangalore based IT firm Wipro went through material on ways to deal with ambiguity. It customised some tools and trained the top brass on how to leverage the situation when there is no clarity. The teams were made to increase their risk appetite and selfconfidence and use the customised tools, keeping in mind that one of them will lead to results. Look for similarities - A look at precedents and drawing parallels can assist senior employees to work with ambiguity, says E. Balaji, CEO of Mafoi-Randstad. For him, the top brass often don't have their KRAs clear unlike those in the lower order, who know exactly what is expected of them. Learning from similar experiences can help. If the experience is new, then discussions with other heads who could pitch in will help the executive to get over foggy conditions. Take a leap of faith - Innovation thrives best when there is ambiguity. The economic downturn,for eg., saw many companies increasing their R&D spends and encouraging innovation in all spheres. Since it became difficult to predict what might happen in a few months, companies used different methods to try and reach out to more consumers with innovation. Get the team together - Team huddles, where everyone, irrespective of experience, can be asked to study the scenario and come up with permutations and combinations.This will not only yield solutions but also enhance team spirit. It will make the junior level connect more with the larger picture.

Be a Good Listener to Your Team

Being a good listener is absolutely essential if you want to become a good leader. The worst leaders don't listen; they'd much rather just talk. It's the truly effective leaders who know how important it is to communicate better with people by becoming better listeners.

Be with the speaker - When you are listening to what another person is saying, give them your undivided attention. "People will not open up fully till they feel you are concentrating on what they're saying," says Ronesh Puri, MD of headhunting firm Executive Access. "Don't switch off in the middle of what they are saying. Your body language gives you away every time. Display a friendly, open attitude and body language," he says. Avoid distractions - People feel comfortable sharing when they are not interrupted. So put that Blackberry on 'silent' and avoid looking at your watch or taking sneak peeks at the computer. Just focus on what the other person is saying. Ask questions - Ask questions that let the other person know that you are interested in what they are saying and want to learn more. "I've always found that these draw people out. I had quite a few such conversations with a bright performer whose performance had slumped of late. It was only after several such meetings that he felt I genuinely cared enough for him to confide in me. It took time but we fixed the problem," says a team leader in an information technology firm who does not wish to be named. Withhold judgement - A leader needs to be open to new ideas and new perspectives. A judgemental attitude hardly ever works. "Avoid the tendency of discounting what the other person is saying simply because it's contrary to your own beliefs. Accept that there can be different views," says Puri. Avoid giving advice - People aren't always looking for someone to solve their problems. At times, they just need someone to listen; someone to let off steam to. It is important for a leader to understand that and simply empathise on such occasions.

Avoid Putting

Off Work

Your work seems to keep piling up and you wonder why it doesn't get done. You've been putting off easy but notso-interesting tasks for later. Here are a few 'practical' work and time management mantras which could help overcome procrastination on the job.

Get clarity on the role - What is it that you actually have to do? The number one requirement for time wellspent at work is clearly defined roles, goals and objectives. "Once you're clear about what to do, you cut out much confusion and uncertainty about what you should be doing," says Meenakshi Roy, senior VP, HR, Reliance Broadcast Network. "One must first prepare an exhaustive list of all the tasks and activities to be completed. The list may then be re-structured on the basis of the urgency and importance of the tasks," says Sudakshina Bhattacharya, Head HR, IL&FS Financial Services. Get organised - Each day, new work comes in. You walk into your office only to be greeted by mounds of pending and new tasks. Before you even get started, you're already overwhelmed. Get organised so that you have a clear mind to get it done. Creating a priority list every morning will be a good source of motivation and help keep essential and urgent tasks at the top. As you keep striking out the completed tasks you feel lighter, which in itself, is a great feeling. Take action - "A wrong decision is better than no decision," says Ronesh Puri, MD, Executive Access, an executive search firm. Keep up the momentum by doing a bit each day until the task is completed. Instead of looking at the project as one huge job, break it up into smaller tasks and set deadlines for each. This way even when you're working on a project alone, you have goals to work toward. Monitor your progress on a weekly or monthly basis, and reward yourself every time you complete a task on schedule. Boring tasks first - Some tasks on your priority list will probably be hard, boring and unpleasant. It is also likely to be the one thing that makes the biggest difference to the effectiveness of your workday. "Tackle it first and get it out of the way so you avoid thinking all day about having to do it," adds Roy. Boring tasks make you look out for more challenging ones but don't get stuck with the former. It will only undermine your potential. Get creative - "To break the procrastination habit, get creative. Think of ideas on how to get the work done differently, rather than thinking of reasons not to do it or putting it off for another time," says Rahul Kulkarni, HR Head at Kale consultants. One or two of these steps will impact your efficiency and effectiveness on their own. Put them all together though, and you'll realise you can overcome procrastination on pretty much anything.

Shift attention

from 'Me' to 'We'

For Vikram Tandon, HR Head, HSBC India and his team, it was another day at work. They sat together with the CEO to review the performance of the team for past six months, discussed plans for the year ahead and issues that need to be taken up with each individual and ideas for the coming months. To cultivate the success of others, managers need to shift the focus from 'Me' to 'We'.

Communicate Openly - Managers should keep the channels of communication open between their team members and their bosses. There should be constant flow of information and the manager should try to facilitate such process rather than hinder the same. The leaders will know who is doing what and whether the team is aligned to organisational goals. Team members, on the other hand, will have confidence about their efforts being in line with company's growth and their individual growth. Be Transparent - A manager needs to prioritise actions of fellow members towards a common goal. Share the status of a project at regular intervals, do reviews on what's done and what needs to be done to achieve the target on time. Identify what skill sets are suited best for which employee and assign work accordingly to people. "Recognise people for the good work they do. This will bring a sense of belonging amongst them and they will always do bit extra to help the project," says a Delhi based IT company manager. Build Credibility - A manager should first act and then preach the same to his team mates. It doesn't help anyone when a manager just issues orders without following himself. Build credibility by way of ideation, giving right direction to projects and leading by example when it's needed. When people see you taking the lead in everything, they will listen to what you say and there will be no need to pressurize them to get the work done. They will know if the leader is putting extra effort for the team's good," says Uday Chawla, Managing Partner, Transearch International, India. Celebrate Success - If a project is successful and appreciated by the top leadership, don't forget to convey to them that it was a collective effort. People will tread the same path. There will be a feeling of harmony and they will be motivated to perform as a team. "It will do a world of good to not only company's performance but team and individual growth as well. Managers should remember everybody has to work towards a common goal to achieve success," says Mr. Chawla. Seek Feedback - If there are troubled teams and managers are struggling to keep up the performance, there will be a constant churn of people in the team and a high rate of absenteeism. Some basic issues plaguing many teams are managers taking credit for the team members' work and providing one sided feedback on employee performance to hide one's incompetence. Seek a 360 degree feedback to ascertain the right reasons for such cases. "If they have done well as individuals and are failing as leaders, provide them with the necessary coaching to come out of the crisis. The team performance might improve or else change the manager for a role he is suited" explains Mr. Tandon.

- Bheemesh Chowdary.Kacharagadla http://kacharagadlatechno.webnode.com