The executive assistant of a high-profile and respected showbiz personality, who I met during my first job, shared with me the CRAFT of impressing your boss. I have used this as a guiding light in my work-life and have received firsthand the benefits of such wisdom.
Today, I’m here to pass on this guiding light to you in the hopes that you too will reap great rewards and a harmonious relationship with your boss.
WHY WE NEED TO IMPRESS OUR BOSS
Before I share the CRAFT with you, let us first discuss why we need to please and impress our boss in the first place! Well, aside from the fact that your boss is the one who fills in your performance evaluation and has a say on promotions and pay increases, it pays to please your boss because if you don’t, you will have an unhappy superior, or worse, an angry one. And who wants a boss who gets annoyed at seeing the sight of you? Who wants a boss who screams and puts people down for breakfast?
The truth is, if your boss likes you and the way you do your job, he or she will be much kinder and supportive of your projects and ideas. Your boss will see you for the bright person that you are and may even take you under his or her wings and mentor you. This will help you achieve greater heights in your career. You will gain your boss’ and co-workers’ respect. And frankly, it feels really good to be recognized and respected for the work that you do. Don’t you agree?
THE CRAFT
So now that we know why it pays to impress your boss, let us discuss what the wisdom of CRAFT brings. CRAFT is an acronym for:
C – Communicate
R – Remind
A – Anticipate
F – Follow Through
T – Timing
Let us discuss these five habits that you need to master to work well with your boss.
COMMUNICATE WITH YOUR BOSS
Your boss is not a mind-reader, unless of course you work for a gifted mental telepath. When there is work-related information that he needs to know, tell him. If you don’t understand an instruction that he gives, ask questions. If there is an important development in your work or even your life that affects your work, initiate a discussion with your boss.
There are cases, however, wherein it’s hard to talk to your boss. For instance, what do you do when your boss is always busy and away on meetings? Well, communication is not just about talking. You can use many means such as email, text, chat, post-it notes or letters. Do what you have to do to communicate important information to your boss. Don’t just stop at a roadblock and say “I didn’t have load”.
REMIND YOUR BOSS
With the many responsibilities of your boss, he or she may not have the time to keep track of all of his schedules and correspondences. It is your job as his subordinate to remind him of important things. Our administrative supervisor Cynthia, does this flawlessly by keeping a daily planner for the bosses. Very early in the week, she emails our schedule to remind us of appointments. On top of that, we also use practical tools like a Monthly Calendar whiteboard to remind everyone of special events and schedules.
ANTICIPATE NEEDS
Anticipation is the skill of foreseeing needs, problems or events in the near future and preparing solutions for them. As an employee, you want to get three steps ahead of your boss. In my previous job, whenever I detected a problem, I would approach my boss and inform him about it. But I just don’t stop there. I knew that my likability factor will go down if I am always the bearer of bad news. So, I would analyze the situation and think before going to my boss. I would tell him the problem and give three suggestions to solve the problem. This way, I don’t become part of the problem. Instead, I’m part of the solution---and bosses love that.
FOLLOW THROUGH
As a boss, I always encourage my subordinates to write a things-to-do list to help them plan their day. One of my earlier staff followed this habit religiously, except there was a slight flaw. She would strike a task as soon as she does a task. For example, her first task is to call a client. So she calls the client, but he is out. After putting the phone down, she strikes the task as done. INCORRECT. When a boss gives you a task, he or she expects you to complete that task. Follow-through means doing the task well and completely, the first time.
And once you have accomplished the task, it is critical that you get back to your boss and update him of your progress. Do not wait for your boss to be the one to ask and follow up. Take the initiative to update him. This will show that you are on top of things and have follow-through.
TIMING
Now you don’t just go talk to your boss whenever you feel like it. Chances are your boss is busy and pressured with his own responsibilities at work. When you catch him at a toxic time, do not ask him if he prefers the team to wear colour blue or green uniforms in the sports festival two months from now. When you boss is busy, frowning and tense, approach with caution. If he has a secretary outside his office, ask her if it is a good time. If you need to talk to him about something important but not urgent, schedule an appointment. Use proper timing when dealing with your boss.
THE CRAFT OF IMPRESSING YOUR BOSS is really about saying and doing your job properly with good sense and sensibility. It is a guiding principle that will help you work in harmony with your boss. Now the CRAFT is yours, use it wisely.
Jhoanna O. Gan-So is the managing director of HR Club Philippines and president of Businessmaker Academy---a training company that offers corporate group seminars on Professional Work Skills and Attitude. They also hold short course seminars on business and entrepreneurship, sales and marketing, human resource management and corporate skills training, as well as develop interactive webinars for corporations and institutions. To know more about these organizations and the seminars they offer, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: mbworklife@gmail.com
Saturday, October 31, 2009
Your First Day on the Job
Congratulations! You’ve got the job. After months of sending out resumes, taking tests and countless interviews, you’ve finally landed a job that you hope you’ll like and do well in.
You are excited and a little bit nervous to see what the journey ahead brings. “Will I like my job?”, “Will I like my co-workers?” What will my boss be like and will my co-workers like me?” you ask.
LIKING YOUR JOB has a lot to do with how well you play the working game. You just don’t enter a race unprepared. You’ve got to put as much effort getting ready for your first day and beyond, compared to the prep work that you did during your job hunting days.
To help you get started on the right track, here’s a look at what usually takes place during this day. I am sharing simple tips and a trade secret that I successfully use to make a good first impression at work. So do read this article through and get nuggets of work-life wisdom.
FIRST DAY EVE
My mother taught me an important habit that helps lessen stress levels before a big day or event. To reduce early morning jitters, prepare your outfit and work bag the night before. This way, you would not have to scramble trying to find your socks or stockings at a time when you should be mentally preparing yourself to take on the challenges that the day may bring. This is a simple enough advice, but not a lot of people do it.
PAPERWORK
When packing your work bag, be sure to put the necessary documents that your employer asked you to bring. HR officers usually hand out a Employment Requirement List before your work commences which may include SSS, Philhealth, Pag-IBIG, TIN identification, ID photos, Medical Clearance or NBI Clearance that you need to submit, if you have not done so. When you get to the office, there will also be some paperwork and contracts that you will need to sign with the HR department.
NEW EMPLOYEE ORIENTATION
Most companies have an induction program for new employees. They usually give a Welcome kit or show Company Orientation Videos. Other companies, like mine, have already joined the progressive wave of interactive New Employee Orientation Webinars where you get oriented about the company through a multimedia presentation and take quizzes online immediately. Whatever the method, orientation programs are meant to prepare and help you get started on the right track with your company. So pay close attention to it.
YOUR NEW DESK & OFFICE SUPPLIES
If your work is office-based, you will most likely be given a desk and a set of office supplies. In case you are not given a set, politely ask your HR or co-workers where you can get some. It may be a good idea to label and put your name on these office supplies because many co-workers, myself included, unintentionally and unconsciously become cleptomaniacs when it comes to cheap pens.
YOUR BOSS
Now it’s time to meet your boss. A good boss will make sure to meet with you and discuss the goals and expectations of your job. Be sure to bring a notebook and pen to jot all of this down. Don’t leave everything to memory, unless you can honestly say that you have the photographic and auditory gift of recollection. See, this simple act will show your boss that you are responsible and reliable. It is a very basic habit that not a lot of people do. As a boss myself, I find it tiresome to call a staff for a brief meeting, only to order him to go back and get his notebook. No notebook, no brownie points.
MEETING YOUR CO-WORKERS
One of the most enjoyable aspects of working is meeting your co-workers---that is, if they are the friendly bunch. Most Filipinos are very friendly and welcoming. So all you have to do is be friendly back. In the Corporate world, however, there are egos that you need to take care not to step on. So just be polite and tactful. It’s your first day, there’s no need to rock the boat. Blend in, be pleasant and friendly----simply SMILE.
LUNCHING
Ahhh---the most important question of all: “Who do you have lunch with and where?”. It all depends on the company you work for. If your company provides free meals in its own cafeteria, lucky you. All you have to do now is ask your co-workers if you can join them. If your co-workers bring their lunchboxes, you can bring your own too or buy from the nearest food joint and eat with them. Some HR departments assign people to welcome new employees and have lunch them.
MY TRADE SECRET
And now, let me share a secret that my husband, a master in corporate politics in his younger years, taught me: During the first week in the job, go around and try to meet people from all departments. This will allow you to build rapport with key departments before you need to closely work with them. This is how I applied this principle---When I was a new Marketing Manager for a Healthcare company, I made it a point to casually introduce myself to the managers of other departments one by one. I informed them that I’d like my department to be productive and helpful. I sincerely sought their advice on how I can do this. This refreshing and brave approach gained me many allies and friends, so much so that the toughest manager in the company told me on that initial meeting, “I like you”.
LIKING YOUR JOB depends very much on what you do with it. You have the opportunity and ability to make your work-life enjoyable. But you need to put an effort in laying the groundwork for a happy stay. Again, my congratulations! I hope you get to like your job.
Jhoanna O. Gan-So is president of Businessmaker Academy---a training company that offers short course seminars on business and entrepreneurship, sales and marketing, human resource management and corporate skills training, as well as develops interactive webinars for corporations and institutions. She is also the managing director for HR Club Philippines. To know more about these organizations and the seminars they offer, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: mbworklife@gmail.com
You are excited and a little bit nervous to see what the journey ahead brings. “Will I like my job?”, “Will I like my co-workers?” What will my boss be like and will my co-workers like me?” you ask.
LIKING YOUR JOB has a lot to do with how well you play the working game. You just don’t enter a race unprepared. You’ve got to put as much effort getting ready for your first day and beyond, compared to the prep work that you did during your job hunting days.
To help you get started on the right track, here’s a look at what usually takes place during this day. I am sharing simple tips and a trade secret that I successfully use to make a good first impression at work. So do read this article through and get nuggets of work-life wisdom.
FIRST DAY EVE
My mother taught me an important habit that helps lessen stress levels before a big day or event. To reduce early morning jitters, prepare your outfit and work bag the night before. This way, you would not have to scramble trying to find your socks or stockings at a time when you should be mentally preparing yourself to take on the challenges that the day may bring. This is a simple enough advice, but not a lot of people do it.
PAPERWORK
When packing your work bag, be sure to put the necessary documents that your employer asked you to bring. HR officers usually hand out a Employment Requirement List before your work commences which may include SSS, Philhealth, Pag-IBIG, TIN identification, ID photos, Medical Clearance or NBI Clearance that you need to submit, if you have not done so. When you get to the office, there will also be some paperwork and contracts that you will need to sign with the HR department.
NEW EMPLOYEE ORIENTATION
Most companies have an induction program for new employees. They usually give a Welcome kit or show Company Orientation Videos. Other companies, like mine, have already joined the progressive wave of interactive New Employee Orientation Webinars where you get oriented about the company through a multimedia presentation and take quizzes online immediately. Whatever the method, orientation programs are meant to prepare and help you get started on the right track with your company. So pay close attention to it.
YOUR NEW DESK & OFFICE SUPPLIES
If your work is office-based, you will most likely be given a desk and a set of office supplies. In case you are not given a set, politely ask your HR or co-workers where you can get some. It may be a good idea to label and put your name on these office supplies because many co-workers, myself included, unintentionally and unconsciously become cleptomaniacs when it comes to cheap pens.
YOUR BOSS
Now it’s time to meet your boss. A good boss will make sure to meet with you and discuss the goals and expectations of your job. Be sure to bring a notebook and pen to jot all of this down. Don’t leave everything to memory, unless you can honestly say that you have the photographic and auditory gift of recollection. See, this simple act will show your boss that you are responsible and reliable. It is a very basic habit that not a lot of people do. As a boss myself, I find it tiresome to call a staff for a brief meeting, only to order him to go back and get his notebook. No notebook, no brownie points.
MEETING YOUR CO-WORKERS
One of the most enjoyable aspects of working is meeting your co-workers---that is, if they are the friendly bunch. Most Filipinos are very friendly and welcoming. So all you have to do is be friendly back. In the Corporate world, however, there are egos that you need to take care not to step on. So just be polite and tactful. It’s your first day, there’s no need to rock the boat. Blend in, be pleasant and friendly----simply SMILE.
LUNCHING
Ahhh---the most important question of all: “Who do you have lunch with and where?”. It all depends on the company you work for. If your company provides free meals in its own cafeteria, lucky you. All you have to do now is ask your co-workers if you can join them. If your co-workers bring their lunchboxes, you can bring your own too or buy from the nearest food joint and eat with them. Some HR departments assign people to welcome new employees and have lunch them.
MY TRADE SECRET
And now, let me share a secret that my husband, a master in corporate politics in his younger years, taught me: During the first week in the job, go around and try to meet people from all departments. This will allow you to build rapport with key departments before you need to closely work with them. This is how I applied this principle---When I was a new Marketing Manager for a Healthcare company, I made it a point to casually introduce myself to the managers of other departments one by one. I informed them that I’d like my department to be productive and helpful. I sincerely sought their advice on how I can do this. This refreshing and brave approach gained me many allies and friends, so much so that the toughest manager in the company told me on that initial meeting, “I like you”.
LIKING YOUR JOB depends very much on what you do with it. You have the opportunity and ability to make your work-life enjoyable. But you need to put an effort in laying the groundwork for a happy stay. Again, my congratulations! I hope you get to like your job.
Jhoanna O. Gan-So is president of Businessmaker Academy---a training company that offers short course seminars on business and entrepreneurship, sales and marketing, human resource management and corporate skills training, as well as develops interactive webinars for corporations and institutions. She is also the managing director for HR Club Philippines. To know more about these organizations and the seminars they offer, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: mbworklife@gmail.com
Thursday, October 15, 2009
When Job Hunting, Should You Try to Stand Out or Fit In?
When I was applying as a Marketing Manager for a Healthcare Company a few years back, I remember sitting in the lobby waiting with my fellow applicants for my second interview, this time to be conducted by the President of the Company.
The president was late for about two hours, so I used up the time to engage in a brief and friendly chat with my fellow job candidates to get a feel of “the competition”. There were two other candidates waiting with me.
The first one was definitely a standout. She was tall, slim, light-skinned and the creative type---I say this because, well, she had a goth look. With her deep-dark black hair, stunning Adam Lambert-looking eyes, slick getup and shiny black nails, you cannot help but look. I said to myself, “Hmmm, she’s interesting. That’s nice,” and then turned to the next girl, because frankly, I got spooked out and I couldn’t tell if she was friendly deep inside while she was fuming over the president being late.
The second girl seemed friendlier. She had a homey, almost motherly image with her floral printed blouse underneath a simple but somewhat ill-fitted blazer. You can immediately tell that she came from humble beginnings, a hardworking person who is working her way up. I found out that she used to be a Marketing Manager for a nationwide food outlet. After resigning from her job and taking time off to take care of her ailing mother, she was now back in the job market to be able to earn money and pay for her mother’s medical bills. Pretty admirable, don’t you think?
And then, there was me. Donning a black shirt, topped with a French-cut blazer, a ready smile, and my resume-portfolio in hand, I was finally called to go in first to get interviewed by the President.
THE INTERVIEW
The President was a tall and charming British expat. He explained to me what the job entailed and asked me a few questions about my previous work and background. I asked a few intelligent questions about the company---questions that I formulated in my head while researching and browsing the company’s website the night before the interview. This seemed to have impressed him. At the conclusion of the interview, he told me that he just needed to interview the other candidates and that I should get a call within the week. I smiled and thanked him for the interview and enjoyed the rest of the day.
Four hours later, my mobile phone rings. It’s the HR Manager of the Healthcare Company, and I got the job.
This leads me to ask an important question in this column,
When Job Hunting, Should You Try to Stand Out or Fit In?
Let me share my insights and thoughts about this matter...
IMAGE COUNTS. As you can see from the story above, image and first impressions count. When job hunting, it’s not enough to just stand out from the rest of the bunch. Striking though the goth look may be, it is obviously not appropriate for a healthcare company. Now, some people might say, “I have the right to express my individuality.” That’s true. But common sense and basic marketing principles will also tell you that you’ve got to present yourself in a manner that your target market, in this case the healthcare company, will want. Save time by taking the time to prepare an appropriate look for the interview.
PROFESSIONAL IMAGE. In the case of the homey candidate, her floral blouse and ill-fitted coat was not exactly appealing. It lacked the edge. The healthcare company had a progressive image and culture. A couple of good corporate wardrobe pieces would have been worth the investment. For women, go for suits that have a clean tailored look that show your shape. Personally, I prefer light or bright coloured blazers because everyone else wears dull-black or dark grey ones. You can also wear some rich-looking accessories to add some style to your outfit. Colour and Accessories are two subtle ways to make you stand out, without being show-stopping outrageous.
LOSE THE BAGGAGE. Although my heart goes out to the girl who’s taking care of her ailing mother, the truth of the matter is: companies prefer to hire people who do not have a lot of baggage. Why? Because employers want you to be able to focus on your job and not just on making ends meet. When interviewing for a job, spare the sob stories. Don’t focus too much on your own needs and problems. Show the company why hiring you is in their best interest and why you are the perfect fit for the job.
STAND OUT WHERE IT COUNTS. Your outer appearance is just one part of the equation. The ability to communicate real substance, knowledge and experience is what will truly make you stand out in your interview and be recognized in your job. One easy way to do so, is to first research about the company that you are interviewing for, by checking their website. Ask intelligent questions that show your interest in the company. A lot of employers considered it a compliment if you ask intelligent questions about the company or have taken the time to research about it. Don’t just ask about the job that you might get, the office dress code or work schedule. Instead, ask about the company and show how you can help it succeed. That should really make you really stand out, yet fit in at the same time.
GETTING THE RIGHT FIT
For me, working for that Healthcare Company was one of the best jobs I’ve ever had. I have very fond memories of the place and the people I worked with. The experience was rewarding for me, because it was a good fit. With the insights and tips I shared with you, I sincerely hope that you get a job that truly fits you, that you can stand out in and be happy with.
Jhoanna O. Gan-So is president of Businessmaker Academy---a business, finance and corporate training center that offers short course seminars on business and entrepreneurship, sales and marketing, human resource management and corporate skills training. She is also the managing director for HR Club Philippines. To know more about these organizations and the seminars they offer, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
The president was late for about two hours, so I used up the time to engage in a brief and friendly chat with my fellow job candidates to get a feel of “the competition”. There were two other candidates waiting with me.
The first one was definitely a standout. She was tall, slim, light-skinned and the creative type---I say this because, well, she had a goth look. With her deep-dark black hair, stunning Adam Lambert-looking eyes, slick getup and shiny black nails, you cannot help but look. I said to myself, “Hmmm, she’s interesting. That’s nice,” and then turned to the next girl, because frankly, I got spooked out and I couldn’t tell if she was friendly deep inside while she was fuming over the president being late.
The second girl seemed friendlier. She had a homey, almost motherly image with her floral printed blouse underneath a simple but somewhat ill-fitted blazer. You can immediately tell that she came from humble beginnings, a hardworking person who is working her way up. I found out that she used to be a Marketing Manager for a nationwide food outlet. After resigning from her job and taking time off to take care of her ailing mother, she was now back in the job market to be able to earn money and pay for her mother’s medical bills. Pretty admirable, don’t you think?
And then, there was me. Donning a black shirt, topped with a French-cut blazer, a ready smile, and my resume-portfolio in hand, I was finally called to go in first to get interviewed by the President.
THE INTERVIEW
The President was a tall and charming British expat. He explained to me what the job entailed and asked me a few questions about my previous work and background. I asked a few intelligent questions about the company---questions that I formulated in my head while researching and browsing the company’s website the night before the interview. This seemed to have impressed him. At the conclusion of the interview, he told me that he just needed to interview the other candidates and that I should get a call within the week. I smiled and thanked him for the interview and enjoyed the rest of the day.
Four hours later, my mobile phone rings. It’s the HR Manager of the Healthcare Company, and I got the job.
This leads me to ask an important question in this column,
When Job Hunting, Should You Try to Stand Out or Fit In?
Let me share my insights and thoughts about this matter...
IMAGE COUNTS. As you can see from the story above, image and first impressions count. When job hunting, it’s not enough to just stand out from the rest of the bunch. Striking though the goth look may be, it is obviously not appropriate for a healthcare company. Now, some people might say, “I have the right to express my individuality.” That’s true. But common sense and basic marketing principles will also tell you that you’ve got to present yourself in a manner that your target market, in this case the healthcare company, will want. Save time by taking the time to prepare an appropriate look for the interview.
PROFESSIONAL IMAGE. In the case of the homey candidate, her floral blouse and ill-fitted coat was not exactly appealing. It lacked the edge. The healthcare company had a progressive image and culture. A couple of good corporate wardrobe pieces would have been worth the investment. For women, go for suits that have a clean tailored look that show your shape. Personally, I prefer light or bright coloured blazers because everyone else wears dull-black or dark grey ones. You can also wear some rich-looking accessories to add some style to your outfit. Colour and Accessories are two subtle ways to make you stand out, without being show-stopping outrageous.
LOSE THE BAGGAGE. Although my heart goes out to the girl who’s taking care of her ailing mother, the truth of the matter is: companies prefer to hire people who do not have a lot of baggage. Why? Because employers want you to be able to focus on your job and not just on making ends meet. When interviewing for a job, spare the sob stories. Don’t focus too much on your own needs and problems. Show the company why hiring you is in their best interest and why you are the perfect fit for the job.
STAND OUT WHERE IT COUNTS. Your outer appearance is just one part of the equation. The ability to communicate real substance, knowledge and experience is what will truly make you stand out in your interview and be recognized in your job. One easy way to do so, is to first research about the company that you are interviewing for, by checking their website. Ask intelligent questions that show your interest in the company. A lot of employers considered it a compliment if you ask intelligent questions about the company or have taken the time to research about it. Don’t just ask about the job that you might get, the office dress code or work schedule. Instead, ask about the company and show how you can help it succeed. That should really make you really stand out, yet fit in at the same time.
GETTING THE RIGHT FIT
For me, working for that Healthcare Company was one of the best jobs I’ve ever had. I have very fond memories of the place and the people I worked with. The experience was rewarding for me, because it was a good fit. With the insights and tips I shared with you, I sincerely hope that you get a job that truly fits you, that you can stand out in and be happy with.
Jhoanna O. Gan-So is president of Businessmaker Academy---a business, finance and corporate training center that offers short course seminars on business and entrepreneurship, sales and marketing, human resource management and corporate skills training. She is also the managing director for HR Club Philippines. To know more about these organizations and the seminars they offer, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
Saturday, October 3, 2009
Graceful Exit
When a key employee decides to leave a company to pursue other goals or employment, it sets forth a chain of events that not only affects his or her life but also the business operations of the company that he or she is leaving. That is why it is critical for both employers and employees to make the exit process as smooth as possible.
See, leaving a company that you’ve been a part of is difficult for most people. Letting go of employees is also one of the saddest moments for employers. This is where a lot of emotions, both positive and negative, happen. If done poorly and recklessly, it can lead to team morale issues or worse, legal problems---something nobody wants.
Years ago, when my partners and I started our educational company, we didn’t have a system for dealing with such eventualities. Every time we let go of an employee, our operations would get hampered and emotions would run high. So I took on the reigns, made HR a priority and created our very own Operations Manual for Human Resources.
The result of this effort is priceless. We now have an efficient HR system that guides our people through the many procedures and phases of employment. It allows us to welcome new employees, coach them to become productive team members and help them grow with the company. In instances when an employee needs to leave, our current system is also set up to provide a harmonious and graceful exit.
In the interest of guiding both employers and employees through this difficult phase, let me share with you the general exit process that many companies follow:
RESIGNATION
When an employee voluntarily resigns from a company, it is customary to submit a formal resignation letter. Upon receipt of the letter, the boss discusses the matter with the employee and decides whether to accept the resignation or negotiate other terms. If the boss accepts the resignation, the HR head is notified and the paperwork process begins. A 30-day grace period is usually practiced to allow for proper turnover and clearance. However, a shorter grace period may be granted at the discretion of the Management Team.
The usual documents that are commonly used are turnover checklists to aid you in proper turnover, exit interview survey to document the reason for your resignation, clearance form and certificate to ensure that you have no pending accounts and assignments with the company. Once you have been cleared, you will be given your last pay by your company. It is important to keep a copy of your Clearance Certificate or request for a Certificate of Employment as your next employer may require you to present one.
TERMINATION
Meanwhile, an employee may also be terminated due to lawful causes, just causes or authorized causes. Lawful causes are acts done by an employee that are not in accordance with the law. Just causes are acts done by an employee that are not in accordance with the company’s policies after sufficient warnings have been provided. Authorized causes are instances where the company has to terminate employment due to closure of the company, lingering illness of an employee or reduction of staff. Separation pay is usually given for authorized causes that involve illness of an employee and reduction of staff.
The usual documents that are commonly used are termination letters, notices and reports, turnover checklists, exit interview surveys, clearance forms and certificates. For authorized causes, HR are advised to submit letters and notices to the Department of Labor and Employment (DOLE).
EXIT GRACEFULLY
Whether you are an employer or an employee, it is critical for the health of your company as well as your career to make the exit process as smooth as possible.
As an employer, I’ve learned that it is definitely a lot better to send off your departing employees in a positive tone and to remove the drama from it all. Having an efficient HR system allows you to do just that. It helps you give goodwill.
As an employee, I’ve learned that it is in your best interest to leave with your reputation intact. Your relationship with your previous employer doesn’t end just because you left. It just simply changed. It is a true joy to be able to still communicate with people you have previously worked with and to be regarded in a good light. So exit gracefully, leave a good mark and keep in touch.
READER HELPLINE:
Hi! My Name is Chase. It's been 5 months already since I got terminated from my previous company. And, until now they're not yet releasing my back pay. I'm just wondering if I can do something legal about it, because every time I ask someone in the human resource department, their answer is always the same - they have no idea when they can release my back pay.
MY ADVICE: Before seeking legal means, do the practical steps first. Gather all employment documents that you have like payslips, clearance and certificate of employment. Send a letter to both the President and the HR manager explaining the situation and requesting that they release your back pay within 1 week from date of receipt. This will give them the opportunity to respond and correct the issue. Make an extra copy of that letter for yourself, have them sign and receive it. This serves as your evidence that you have given them due notice in writing. Follow up after a week. If they do not respond and still deny you your back pay, then you can take legal action because the Labor Code of the Philippines stipulates that it is unlawful for any person, directly or indirectly, to withhold any amount from the wages of a worker. For further questions and assistance, you can also contact the Department of Labor and Employment at the DOLE HOTLINE: (632)5278000 or through their website www.dole.gov.ph.
Jhoanna O. Gan-So is president of Businessmaker Academy and managing director for HR Club Philippines. Her company will be holding a seminar on Compensation and Benefits Management on October 21 (Wed), as well as, Labor Law and Relations on November 14 & 21 (Sat). Her company and team of HR consultants also offer consultancy services to help companies develop an efficient and practical HR System. To know more, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
See, leaving a company that you’ve been a part of is difficult for most people. Letting go of employees is also one of the saddest moments for employers. This is where a lot of emotions, both positive and negative, happen. If done poorly and recklessly, it can lead to team morale issues or worse, legal problems---something nobody wants.
Years ago, when my partners and I started our educational company, we didn’t have a system for dealing with such eventualities. Every time we let go of an employee, our operations would get hampered and emotions would run high. So I took on the reigns, made HR a priority and created our very own Operations Manual for Human Resources.
The result of this effort is priceless. We now have an efficient HR system that guides our people through the many procedures and phases of employment. It allows us to welcome new employees, coach them to become productive team members and help them grow with the company. In instances when an employee needs to leave, our current system is also set up to provide a harmonious and graceful exit.
In the interest of guiding both employers and employees through this difficult phase, let me share with you the general exit process that many companies follow:
RESIGNATION
When an employee voluntarily resigns from a company, it is customary to submit a formal resignation letter. Upon receipt of the letter, the boss discusses the matter with the employee and decides whether to accept the resignation or negotiate other terms. If the boss accepts the resignation, the HR head is notified and the paperwork process begins. A 30-day grace period is usually practiced to allow for proper turnover and clearance. However, a shorter grace period may be granted at the discretion of the Management Team.
The usual documents that are commonly used are turnover checklists to aid you in proper turnover, exit interview survey to document the reason for your resignation, clearance form and certificate to ensure that you have no pending accounts and assignments with the company. Once you have been cleared, you will be given your last pay by your company. It is important to keep a copy of your Clearance Certificate or request for a Certificate of Employment as your next employer may require you to present one.
TERMINATION
Meanwhile, an employee may also be terminated due to lawful causes, just causes or authorized causes. Lawful causes are acts done by an employee that are not in accordance with the law. Just causes are acts done by an employee that are not in accordance with the company’s policies after sufficient warnings have been provided. Authorized causes are instances where the company has to terminate employment due to closure of the company, lingering illness of an employee or reduction of staff. Separation pay is usually given for authorized causes that involve illness of an employee and reduction of staff.
The usual documents that are commonly used are termination letters, notices and reports, turnover checklists, exit interview surveys, clearance forms and certificates. For authorized causes, HR are advised to submit letters and notices to the Department of Labor and Employment (DOLE).
EXIT GRACEFULLY
Whether you are an employer or an employee, it is critical for the health of your company as well as your career to make the exit process as smooth as possible.
As an employer, I’ve learned that it is definitely a lot better to send off your departing employees in a positive tone and to remove the drama from it all. Having an efficient HR system allows you to do just that. It helps you give goodwill.
As an employee, I’ve learned that it is in your best interest to leave with your reputation intact. Your relationship with your previous employer doesn’t end just because you left. It just simply changed. It is a true joy to be able to still communicate with people you have previously worked with and to be regarded in a good light. So exit gracefully, leave a good mark and keep in touch.
READER HELPLINE:
“HELP! MY PREVIOUS COMPANY WON’T GIVE ME MY BACK PAY!”
Hi! My Name is Chase. It's been 5 months already since I got terminated from my previous company. And, until now they're not yet releasing my back pay. I'm just wondering if I can do something legal about it, because every time I ask someone in the human resource department, their answer is always the same - they have no idea when they can release my back pay.
MY ADVICE: Before seeking legal means, do the practical steps first. Gather all employment documents that you have like payslips, clearance and certificate of employment. Send a letter to both the President and the HR manager explaining the situation and requesting that they release your back pay within 1 week from date of receipt. This will give them the opportunity to respond and correct the issue. Make an extra copy of that letter for yourself, have them sign and receive it. This serves as your evidence that you have given them due notice in writing. Follow up after a week. If they do not respond and still deny you your back pay, then you can take legal action because the Labor Code of the Philippines stipulates that it is unlawful for any person, directly or indirectly, to withhold any amount from the wages of a worker. For further questions and assistance, you can also contact the Department of Labor and Employment at the DOLE HOTLINE: (632)5278000 or through their website www.dole.gov.ph.
Jhoanna O. Gan-So is president of Businessmaker Academy and managing director for HR Club Philippines. Her company will be holding a seminar on Compensation and Benefits Management on October 21 (Wed), as well as, Labor Law and Relations on November 14 & 21 (Sat). Her company and team of HR consultants also offer consultancy services to help companies develop an efficient and practical HR System. To know more, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
When Job Hunting, Is Honesty Really the Best Policy?
Years of convent-style schooling compels me to say that in anything you do, you should strive to be a person of honesty and integrity. I believe in that wholeheartedly, not because it gains me entry to heaven, but because humbling experiences have shown me that it is much simpler to tell the truth. And yes, the truth does set a lot of us free (unless, of course, if you are a criminal).
But when telling the truth, there is a fine line between Tactful and Tactless. What you say and more importantly, how you say it are really what ultimately affect people. This reminds me of an actual conversation that I witnessed among my childhood friends Mina* and Belle* (not their real names)
Mina approaches Belle and says, “No offense, Belle, but you’re tactless.” Belle gets back at her, “Ikaw, pangit!” (you’re ugly)... After awhile, Belle whispers to us, “What’s tactless?”
THAT conversation is a perfect example of tactlessness. In case you are wondering which girl is the tactless one---both of them were!
TELLING THE TRUTH, TACTFULLY
When job hunting, you’re ability to tell the truth tactfully or tactlessly can spell the difference between landing that job vs. losing the career opportunity. Telling the truth tactfully is a communication skill that not many people have and it would be wise to develop and apply it in the process of your job search.
So let’s take a look at some real-life job hunting scenarios where telling the truth tactfully matters the most...
Scenario 1: Jumping from Job to Job
You have worked as a call center agent for a year, but the problem is: it is not for just one company but for four companies. The first two companies you worked for closed down after 3 months, while the other two, you resigned from because it was really tough selling to US consumers in the midst of the recession. You don’t want to appear like a serial job hunter who can’t hold a job for a long time. Question: Should you even put these short stints in your resume?
My advice: The Call Center Industry generally has a higher job turnover rate compared to other industries. It is quite common to see shorter than normal stay among call center agents. Hence, if you are applying for another call center agent position, it would be good to include the jobs you held for that year since it will show that you have experience. Recruitment Officers review job experience and timeframe in resumes. If you do not put those stints, you will be leaving out a year’s worth of experience. That one year gap may render your resume as questionable.
Meanwhile, when you get that interview, simply tell the truth and explain that the companies you worked for closed down due to management decision. When the interviewer asks you why you resigned from the other ones, never ever tell him or her, “Ang hirap kasi ng trabaho”. (The work was too hard). Instead, try phrasing it this way: “I resigned because the job did not really utilize my strengths. Being productive gives me a lot of fulfilment.” And while you’re at it, make a mental note and tell yourself never to whine about work being hard. You can do it!
Scenario 2: You Hate Your Ex-boss’ Guts
You resigned from your previous job because you simply could not stand your boss. He gets angry easily and you are not happy with your pay. There are many things you don’t like about that company and have finally decided to call it quits. Question: How should you answer when the interviewer asks: Why did you resign from your previous job?
My advice: Never ever say that you hate your ex-boss’ guts as the reason why you resigned. Never ever bad-mouth previous employers. When I interview applicants and they start telling me negative things about their previous employers, I usually just cut the interview short. First of all, no one wants negative people in their office. Secondly, an interview is not a counselling session. Lastly, if you say bad things about previous employers, recruitment officers will immediately see that you are likely to do the same thing to their company. Instead, simply say that the company culture does not fit you well, that you are looking for a happier and rewarding place to work in.
Scenario 3: You Have Some Experience but No Title
For your first job, you worked in a small company where you did all-around work. You did a lot of stockroom inventory work, some marketing and purchasing. Now, you are applying for a bigger company as an Inventory Supervisor. The problem is, you previous job title is Office Assistant. Question: How can you show that you are qualified for the Supervisory position even if you did not have the proper title?
My advice: Do not claim that you used to be an “Inventory Supervisor” to get that Inventory Supervisor job. That’s considered lying. Believe it or not, this actually happened to an HR friend of mine who was duly checking the background of one of her job candidates. The candidate passed the interview, but when she called and verified the information presented, she realized that the candidate lied about the position title. As a result, the candidate didn’t get the job. See, it is important to know that Recruitment Officers do background checks. And they do not simply just call the references you presented. They call previous employers. So instead of giving false information, the simple solution here is to highlight your experience in stockroom inventory work. Enumerate your skills, the activities that you did and what you accomplished or contributed in your previous job.
THE TRUTHFUL WAY
Being honest, whether you’re applying for a job or talking to a childhood friend is not just about telling the truth and nothing but the truth. What you say and how you say it matters very much. It can make a relationship or break one. So be wise and tell the truth with a lot of tact.
Jhoanna O. Gan-So is president of Businessmaker Academy and managing director for HR Club Philippines. Together with her team of HR Consultants, she has developed a successful seminar series on Human Resource Management which includes courses on Recruitment, Screening and Selection for HR practitioners. To know more about these seminars, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
But when telling the truth, there is a fine line between Tactful and Tactless. What you say and more importantly, how you say it are really what ultimately affect people. This reminds me of an actual conversation that I witnessed among my childhood friends Mina* and Belle* (not their real names)
Mina approaches Belle and says, “No offense, Belle, but you’re tactless.” Belle gets back at her, “Ikaw, pangit!” (you’re ugly)... After awhile, Belle whispers to us, “What’s tactless?”
THAT conversation is a perfect example of tactlessness. In case you are wondering which girl is the tactless one---both of them were!
TELLING THE TRUTH, TACTFULLY
When job hunting, you’re ability to tell the truth tactfully or tactlessly can spell the difference between landing that job vs. losing the career opportunity. Telling the truth tactfully is a communication skill that not many people have and it would be wise to develop and apply it in the process of your job search.
So let’s take a look at some real-life job hunting scenarios where telling the truth tactfully matters the most...
Scenario 1: Jumping from Job to Job
You have worked as a call center agent for a year, but the problem is: it is not for just one company but for four companies. The first two companies you worked for closed down after 3 months, while the other two, you resigned from because it was really tough selling to US consumers in the midst of the recession. You don’t want to appear like a serial job hunter who can’t hold a job for a long time. Question: Should you even put these short stints in your resume?
My advice: The Call Center Industry generally has a higher job turnover rate compared to other industries. It is quite common to see shorter than normal stay among call center agents. Hence, if you are applying for another call center agent position, it would be good to include the jobs you held for that year since it will show that you have experience. Recruitment Officers review job experience and timeframe in resumes. If you do not put those stints, you will be leaving out a year’s worth of experience. That one year gap may render your resume as questionable.
Meanwhile, when you get that interview, simply tell the truth and explain that the companies you worked for closed down due to management decision. When the interviewer asks you why you resigned from the other ones, never ever tell him or her, “Ang hirap kasi ng trabaho”. (The work was too hard). Instead, try phrasing it this way: “I resigned because the job did not really utilize my strengths. Being productive gives me a lot of fulfilment.” And while you’re at it, make a mental note and tell yourself never to whine about work being hard. You can do it!
Scenario 2: You Hate Your Ex-boss’ Guts
You resigned from your previous job because you simply could not stand your boss. He gets angry easily and you are not happy with your pay. There are many things you don’t like about that company and have finally decided to call it quits. Question: How should you answer when the interviewer asks: Why did you resign from your previous job?
My advice: Never ever say that you hate your ex-boss’ guts as the reason why you resigned. Never ever bad-mouth previous employers. When I interview applicants and they start telling me negative things about their previous employers, I usually just cut the interview short. First of all, no one wants negative people in their office. Secondly, an interview is not a counselling session. Lastly, if you say bad things about previous employers, recruitment officers will immediately see that you are likely to do the same thing to their company. Instead, simply say that the company culture does not fit you well, that you are looking for a happier and rewarding place to work in.
Scenario 3: You Have Some Experience but No Title
For your first job, you worked in a small company where you did all-around work. You did a lot of stockroom inventory work, some marketing and purchasing. Now, you are applying for a bigger company as an Inventory Supervisor. The problem is, you previous job title is Office Assistant. Question: How can you show that you are qualified for the Supervisory position even if you did not have the proper title?
My advice: Do not claim that you used to be an “Inventory Supervisor” to get that Inventory Supervisor job. That’s considered lying. Believe it or not, this actually happened to an HR friend of mine who was duly checking the background of one of her job candidates. The candidate passed the interview, but when she called and verified the information presented, she realized that the candidate lied about the position title. As a result, the candidate didn’t get the job. See, it is important to know that Recruitment Officers do background checks. And they do not simply just call the references you presented. They call previous employers. So instead of giving false information, the simple solution here is to highlight your experience in stockroom inventory work. Enumerate your skills, the activities that you did and what you accomplished or contributed in your previous job.
THE TRUTHFUL WAY
Being honest, whether you’re applying for a job or talking to a childhood friend is not just about telling the truth and nothing but the truth. What you say and how you say it matters very much. It can make a relationship or break one. So be wise and tell the truth with a lot of tact.
Jhoanna O. Gan-So is president of Businessmaker Academy and managing director for HR Club Philippines. Together with her team of HR Consultants, she has developed a successful seminar series on Human Resource Management which includes courses on Recruitment, Screening and Selection for HR practitioners. To know more about these seminars, you may visit www.businessmaker-academy.com and www.hrclubphilippines.com or call (632)6874645. You may email your comments and questions to: worklife@businessmaker-academy.com
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