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

1 http://totallyunrelatedrandomanddebatable.blogspot.com/

Elite Secretarial & Administrative Conference:

Climbing the Corporate Ladder: From Assistant to Strategic Business Partner Kenny Ong

Unilever Network Malaysia & Singapore

http://totallyunrelatedrandomanddebatable.blogspot.com/


“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

5.

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.”



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



Activity vs.

Accountability



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



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

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




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

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



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



Managing your Boss: Boss’ Personality

Closed Open

People

Task

Peaceful: Phlegmatic

Powerful: Choleric

Popular: Sanguine

Perfect: Melancholy


http://upload.wikimedia.org/wikipedia/commons/4/41/Four_temperament_b.PNG





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

L H

H

DO this.

Deadline.

Markers.

Automate.

Predict.

Delegate.

Delay.

Downtime.

Don’t do.



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



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



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



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



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

mind

4. Letting your Boss (or company) manage your

career



Career Guide

• Go Wide, Dig Deep



Career Progression: Current

Type of Work

•Ambassador/COO

•Representative

•Manager

•Advisor

•Administrator

•Standard

Type of Boss

•Chairman

•CEO



•Division Head

•Department Head



Career Progression: 1

Type of Work

•Ambassador/COO

•Representative

•Manager

•Advisor

•Administrator

•Standard

Type of Boss

•Chairman

•CEO



•Division Head

•Department Head




Type of Work

•Ambassador/COO

•Representative

•Manager

•Advisor

•Administrator

•Standard

Type of Boss

•Chairman

•CEO



•Division Head

•Department Head




Type of Work

•Ambassador/COO

•Representative

•Manager

•Advisor

•Administrator

•Standard

Type of Boss

•Chairman

•CEO



•Division Head

•Department Head




Type of Work

•Ambassador/COO

•Representative

•Manager

•Advisor

•Administrator

•Standard

Type of Boss

•Chairman

•CEO



•Division Head

•Department Head



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

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



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

– 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.



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



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.



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.



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



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



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



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



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.



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



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



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.



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



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



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.



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

5.

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.

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