Laying off employee is not the solution

Two days ago, I received a very shocking news. One of my colleagues was asked to leave the company (service terminated) within 24 hours. This is the third incident for the past year. Furthermore, no reasons were given to them for the termination. Do not get me wrong, this is an international company and it is not a culture for them to sack an employee.

Coincidentally, 3 of them who got their services terminated report directly to the same boss. This boss joined the company a year ago and started to lay off people within the first 2 months in the company after he had several disagreements with the first manager. Subsequently, the other 2 managers got laid off too and both of them were not in good terms with the boss. In fact, what I know of, most of the people in the office whom deal with this boss despise him for cowardice, indecisiveness, fickle-minded opinions, excessively sensitive, easily offended and etc.

After each wave of termination (which is within every few months), everyone (including myself) was demoralized and fear that we will be the next target. Everyone seemed to be less focused, less objective and more defensive. I could understand that because everyone worries that their bowl of rice would be taken away from them if they are not careful enough when dealing with him.

As I am quite an agressive and a direct person, I found it very very hard to tolerate his incapabilities and had a few word wars with him. Although I do not directly report to him, the impact that he caused upon me is catastrophic. Despite his incapabilities, I have to force myself to respect, tolerate and support him as much as I can to lessen the impact.

Herewith, I would like to share some of my experiences and opinions for self improvements and for someone out there as a reference.

For Employers:

Review and improve
If you receive 10 feedbacks and most of them are negative about you, then you should review whether the problems lie within your subordinates or yourself. If you realized that you have committed a mistake, be quick to admit and sincerely apologize. I truly believe that it is more effective to learn from mistakes and gain REAL respects rather than forcing the employees to succumb with fear to respect you. Laying off people that you are unable to gain respect from is not the way out. It not only creates fear among your employees, in fact, you are not solving the rootcause to your problem.

Treat everyone fairly
In order to be successful, unity in the teams that you lead is very important. Unity ensures and provides harmony within the office and promotes effectiveness and efficiency. Unity could be achieved by lessening the differences on how you treat your subordinates. Be fair and just when you handle your people and try to avoid favourism that will create competition against each other.

Guide and lead
Be concise of what you really want your team to achieve. Set targets and KPI which are reasonable based on your employee's capabilities. The achievements that you gained reflects on how well you manage and lead them. Remember that it might not be the employee not performing, it could have been that they did not get a clear directions from you.

Understand and communicate more
Every person has their own distinguished characters and working style. Try to understand your employee more by communicating more with them. By understanding and communicating well with your employees, you will be able to adjust and increase productivity & flexibility from them.

For Employees:

Stop Gossipping
I find that a lot of people (especially girls) like to gossip. Gossipping could be a fun activity within the office during breaks. However, normally it does not bring any benefits. Not only it is not beneficial, very likely it could be damaging. First of all, you do not know how true those gossips are as most of them are rumours. Not only it affects your perception/ impression towards the person being gossipped, it also will impact the relationships and worsen the harmony in the office. Could you imagine the impact if what you have gossipped about your boss reach him/ her?

Try to respect the boss
Everyone will have their weaknesses and strong skills. In my opinion, although this boss has endless of weaknesses, I do respect him for his diplomacy and always a 'YES' man within the management. This made him very likable in the eyes of his superior. Trying to respect him rather than complaining about him for his incompetencies will help to lessen your hatred towards him and you will be able to deal better with your boss

Remind yourself that he/ she is the BOSS
No matter how bad or dificcult is your boss in your eyes, he or she will always be your boss. Remember that he has the influence within the management (NOT you) and he could make you live or die in the company, so why want to oppose him too much? Try to adapt to his style of working. If not, try to avoid dealing with him too much in the office. Less dealings, less arguments. However, if you could not even tolerate his presence or the relationship has turned sour/ incurable, then I think it is best for you to start looking for a new job. Whether or not you think that outside lies better opportunities or you will meet a better boss, you may refer to this topic. (Is it really greener on the other side?)

Lower his defenses
Be patient and gain his trusts. Once he thinks that you are not a threat to him, he will lower his defences and be less offensive. It will be easier for you to reach your objectives and your desires. I noticed in my office that those who are too aggressive (including myself) could aggravate the issue. Creating unnecessary enemies is the least you want to do to achieve your targets especially if he is your superior.

Increase your EQ
Handling people is very sensitive matter. I have discussed about how important to acquire EQ (IQ vs EQ)

Is it really greener on the other side?

What is an ideal job? To some people, it could be a raise in their current payroll. These people could be seeking for new challenges, better environment or job security. It could be because they could not get along with the colleagues or the superior. Whatever the reasons are, job hopping is the trend in this era.

Comparing to the older generations, it is no longer as common to hear people work more than 20 years in the same company. Most of us might even think how these people could survive for such a long period in the company. To survive or not to survive is not what i am going to discuss here.

I have known some people hopping from job to job trying to find their so called ideal job. Some of these people managed to find something that suits their desires at that time. So, they hop. However, not long into their new job, they start to see something amiss in the company which conflicts to their desire. There is about anything and everything that they could think of to complain and to blame. And so, they find any opportunity that they find suitable at that moment and hop. It becomes never ending, top priority activity for these people.

It is true that there are greener patches outside. To me, however, most of the time, it is really how we see things and percept the situations. Before we start complaining about the company and looking for a new job out there, how many of us will think that it might be our incapability to suit the company's requirements and put the blame on ourselves? How many of us will think that we should improve the situation so that we can grow together with the company/colleagues or improve ourselves to another level so that we can get the recognition within the company? Frankly speaking, most of us (including myself) choose the easy way out by leaving the company.

I always love this advice from a friend of mine. He told me that when we are pointing our finger to blame the other party for all the mishaps, always remember that there are 3 fingers pointing back at your ourselves at the same time.

Before giving up just like that and leave the company, the following might be useful to some of us out there as a guidance:

Work is too stagnant; I’m bored and need a change.
Sometimes, it could be you have been working for long hours for consecutive few months to rush up some projects. The fatigueness might be affecting your mood and feelings towards your job. Try to take a few days off or go for a short vacation to refresh.

I’m not adequately compensated.
Sometimes, your boss might be too busy and overlook this. Review and take note on your achievements over the past months; put up an appointment with your boss to discuss. You have to communicate and work things out with them. Also, try to find out the outside market value, how much you are worth with the position you are holding based on the guidelines.

I am not skillful and competent enough so the future in the company is bleak
Research into some suitable courses or training that is able to up scale your skills and knowledge and at the same time the skills you acquire are able to beneficial to the company. Prepare the materials, present it to your boss and get the consent to attend the trainings.

I prefer flexible working hours
First, understand yourself by analyzing what is the number of hours you wish to work, or the days you want to work from home, and convince your superior what benefits this environment will provide to the company.

I do not wish to travel too often.
Discuss rotating into a different assignment for a breather. In some positions travel is a must; but if you can provide value to the company in another role for a short time and revisit your responsibilities with renewed energy, your manager may agree to the idea.

This jobscope of mine is not challenging and satisfying enough.
Write down exactly what additional talents you have to offer, and in what areas. Talk with your manager about taking on additional responsibilities and set forth detailed goals and objectives so that this extra work can be measured and appropriately compensated.

I really cannot tolerate my boss
Speak with a mediator in the human resources department. If it’s just plain incompatibility causing the problem, you may be able to join a different team, or transfer to a different department.

The above are just some guidelines. You may want to try the above options before sacrificing the time and effort you’ve contributed to your company. Come to think of it, sometimes, it is not really greener out on the other side. You can create your own ideal green patch and harvest the crops of your hardwork by changing slightly your perceptions on certain things.

Is it worth a sulk?

The other day while I was on my way to town in the MRT (Mass Rapid Transit), I witnessed something that I thought funny but deemed that the reactions from certain people unnecessary.

A middle aged lady (A- in her late 50s) was standing at the doorway and during one of the stops, a lady (B - in her early 20s) entered the train and her bag accidentally bumped into A. A furiously stared at B and started to scold B and mumbling to herself. B kept quiet during the whole process and was ignoring A. While I was sitting there and witnessing the whole thing, I was thinking whether it is necessary for A to have such a big reaction.

A few days later, the same thing happened to me. I was entering the already packed MRT during the peak working hours. As I was carrying quite a lot of stuffs (laptop, shoebag, newspapers), I was a bit clumsy in a way. One of my bags bumped into a lady (dressed professionally) in her 30s. I was on the verge of apologizing to her but after looking at her sulking face and angry stare, I could not bring myself to carry out my first intention. I was a little bit shocked and appalled by her reactions and I zipped my lips. The reaction from her actually affected my mood and work performance that day. I guessed it affected hers as well.

Let's study how it would have been if the reaction from the lady is reversed. I bumped into her and when I looked up at her, she gave me a smile. In return, I gave her an apologetic smile and apologized. She took the whole situation easily and understandingly and both of us would not have ended in sour mood which affected our day and working performance that day.

How we choose to react in some situations really can affect the outcome. You can decide to spoil your own day by complaining, scolding or staring angrily at the other person. You managed to release some of the anger but the history remains and problems unsolved. On the other hand, such reaction could introduce negative energy within you and people around you. If we can choose to control our emotions and be more understanding and put ourselves more in other people's shoes, it will serves a better environment for everyone.

So, start by smiling more often to people around you and control your emotions by being more courteous!

Good sitting posture is as important as eating an apple a day

Nowadays, most people spend almost 6-8 hours daily sitting in front of the computer. If you are suffering from prolonged shoulder strain, neck or back pain, do not freak out because you are not alone out there. It might be the prolonged static posture or the poor sitting habit while working that causes most muscoskeletal pain.

A lot of studies have shown that, not having a proper sitting posture especially for those with work bounded occupations might affect the overall health and reduce the productivity. According to Dr. Robert Evans, some of the back pain warning signs are listed as following:

- Leg pain with numbness, tingling, and/or weakness.
- Back or leg pain with coughing or sneezing.
- Difficulty standing up after sitting for any period of time.
- Stiffness in the morning that decreases when you move around.
- Pain in your hip, buttock, thigh, knee, or foot.
- Inability to turn or bend to each side equally.
- Unbalanced posture, when your head, neck, or shoulder may be higher on one side than the other.
- Pain which prevents you from sleeping well.
- Pain that persists or worsens after 48 hours.

To minimize the stress level on your spine, the following are some tips to practice for good sitting postures while working in front of a computer (adapted from Dr. Marvin Arnsdorff):

Sit up with your back straight and shoulders back.

Support your back.
"Does the chair you are sitting on have enough lumbar support? The backrest should fit into the natural curve of your lower back, filling in the space between your back and the back of the chair. This helps avoid excess pressure on the spine and makes it easier to maintain good sitting posture.
Adequate lumbar support also helps prevent muscle fatigue, which causes many people to lean their heads and upper backs too far forward or to slouch downward. With good lower back support, spinal muscles are relaxed and the spine is able to maintain its neutral position."

Comfortable leg postures.
"To promote comfortable leg postures, consider clearing away items from your legs to allow comfortable leg positions and movement. Feet should be flat on the floor or you may use a footrest if your feet do not rest comfortably."

Minimize reaching.
"Position work station components to minimize reaching and twisting. Keep frequently accessed objects as close as possible to body centre."

Comfortable shoulder and arm postures.
"Place your keyboard and mouse or trackball at the same height; these should be at about elbow level. Your upper arms should fall relaxed at your sides. Also when typing, center your keyboard in front of you with your mouse or trackball located close to it."

Wrist and finger postures.
"Keep your wrists straight while typing and while using a mouse or trackball. Avoid bending your wrists up, down, or to the sides. Use the keyboard legs if they help you maintain a comfortable and straight wrist position. Type with your hands and wrists floating above the keyboard, so that you can use your whole arm to reach for distant keys instead of stretching your fingers.

Make sure you keep your fingers relaxed while typing and using a mouse. Use a soft touch on the keyboard instead of pounding keys with unnecessary force.

Also grasp the mouse gently and avoid holding a pen or anything else in your hands while you type or use the mouse. You should relax your fingers and hands between bursts of typing or mousing using a flat, straight wrist posture.

When moving your mouse, you may be more comfortable if you use your arm, not just your wrist. Choose a mouse that fits the size of your hand comfortably and is as flat as possible to minimize wrist strain."

Minimize neck bending and twisting.
"Center your monitor in front of you. Consider placing your documents directly in front of you and the monitor slightly to the side, if you refer to your documents more frequently than your monitor.

Sit comfortably in the chair. Close both eyes and relax. Then, slowly reopen them. Where the gaze initially focuses should be when the eyes open is the place to put the center of the computer screen. The screen can be raised using books or a stand if needed."

Minimize eyestrain.
"Place your monitor at a distance of about arm’s length when seated comfortably in front of the monitor. Also avoid glare. Place your monitor away from light sources that produce glare, or use window blinds to control light levels. Don’t forget to adjust your monitor brightness, contrast, and font size to levels that are comfortable for you.

Throughout the day, give your eyes a break by forcing them to focus on something other than on your screen. Try the following exercise: Hold a finger a few inches in front of your face; focus on the finger as you slowly move it away; focus on something far in the distance and then back to the finger; slowly bring the finger back toward your face. Next, shift your focus to something farther than eight feet away and hold your eyes there for a few seconds. Repeat this exercise three times, several times a day."

Take short breaks.
"Taking breaks can help your body recover from any activity. The length and frequency of breaks that are right for you depend on the type of work you are doing. Stopping the activity and relaxing is one way to take a break, but there are other ways, also. For example, just changing tasks - perhaps from sitting while typing to standing while talking on the phone can help some muscles relax while others remain productive."

Periodically look up at the ceiling to give your posture muscles a break.

So, improve your sitting postures. Remember, a healthy lifestyle will enable you to work comfortably, enjoy and perform better in your work!

Managing Work Stress

What is Stress? Stress is a feeling created when we react against some changes. The changes could be in the form of physical or mental. Our body reacts to stress by releasing more adrenaline and cortisol into the bloodstream. These hormones increase the heart rate, breathing rate, blood pressure, and hence cause our body muscles and mind to be more alert so that our body can react faster if it is needed.

Workplace stress occurs when there is a poor match (change) between job demands and the capabilities, resources, or needs of the worker. Managed properly, the body's stress response enhances a person's ability to perform well under pressure but if it overreacts or fails to turn off properly, it could be disastrous.

How do you know that you are overstressed? People who are experiencing stress overload may notice some of the following signs:

- anxiety or panic attacks
- a feeling of being constantly pressured, hassled, and hurried
- irritability and moodiness
- physical symptoms, such as stomach problems, headaches, or even chest pain
- allergic reactions, such as eczema or asthma
- problems sleeping
- drinking too much, smoking, overeating, or doing drugs
- sadness or depression

Below video shows a very good example of office overstress reaction:

Learning how to cope and manage stress is essential for us to stay healthy so that we can perform our work effectively and efficiently. Stress management skills are only useful if we practice them regularly. Some of the tips are listed as following:

Keep a positive attitude.
A healthy dose of optimism can raise the morale in the office and reduce stress between the coleagues. Try to create meaning, stimulation, and opportunities for workers to use their skills.

Be realistic
Accept that certain situations are meant to happen and could not be controlled. If it is a mistake that you have made, do not overblame yourself. Learn, move on and improve. Understand that no one is perfect. Overdemanding from yourself or from others will affect the relationship with your colleagues and increase the stress level in the office. Ensure that the workload is in line with your capabilities and resources.

Learn and practice relaxation techniques to de-stress.
Relaxation response is your body's opposite reaction of stress, and it creates a sense of well-being and calm. Any technique is a good technique if it is able to help you relax your mind and body. Do something that you enjoy at a comfortable pace. Some techniques which are effective for me are meditation, spas and massages.

Exercise
I could not agree more on this point. I started exercising regularly a few months back. I could not believe how many benefits I have gained since then. I am fitter, healthier, more flexible to accept changes and more happy. When you are more happy, you will be stressed less easily and this increases focus and productivity during work.

Eat healthy, balanced meal
What can I say? Healthy meals = healthy body + clear mind + peaceful soul. I believe in this phrase, "Eat like a king for breakfast, eat like a prince for lunch & eat like a pauper for dinner". Do not skip breakfast! It is the most important energy source to kick off your day. Try to avoid a heavy lunch as it will tend to make you more sluggish and less productive.

Get enough rest and sleep
Getting enough sleep helps keep your body and mind in top shape, making you better equipped to deal with any negative stressors.

Don't rely on alcohol or drugs to reduce stress.
Although alcohol or drugs may seem to lift the stress temporarily, relying on them to cope with stress actually promotes more stress because it wears down the body's ability to bounce back.

Learn to manage your time more effectively.
If you are overscheduling, readjust the number of tasks that you should complete everyday to a level which is optimum for you and the company's benefits. If the workload is high, learn how to prioritize and complete more important and urgent tasks first.

Laugh
There is no doubt how beneficial laughter can be. Laughter can bring down the level of stress hormones such as adrenaline & cortisols which in turn reduces stress. It also increases the endorphin levels which helps to protect the heart & increases the number of antibody-producing cells which can boost our body immune system. Furthermore, it is free!