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Tag Archives: Communication

Few tips to keep your Resume current while working


I have seen many people in my career, who only updates their resume when they are in the process of finding a new job. I would definitely recommend against this practice. With the current market place, one should keep his/her resume updated at all times. If an unfortunate thing happen to you, then you will be ready with your latest resume in no time. In order to keep your resume up-to-date, following are few things that I would recommend you to do………

Keep your recommendations updated: Do not just wait for someone to write you a recommendation. If someone (for example a friend, colleague, professor, customer, or client) praises you for your recent work or assignment, you might ask this person: “Would you write me a short note restating that so I can include it in my resume or LinkedIn Profile?” The chances are….. they will be happy to do so and they might even like your initiative to keep your profile updated. If they reply that they’d like to write you a note but are very busy right now, you can offer to do a draft of the note, which they can edit, put on their stationery, and sign. In this way, you are not becoming a burden on them and still getting your things done.

Update your resume as you go: In addition to asking for recommendations, you can also add to the items in your Resume by creating them. Let’s say, you are in the same job from last 2-3 years, but your responsibilities keep on changing. In this case, you want to make sure that you keep a note of all of your job responsibilities somewhere. I would recommend you to keep your resume located somewhere on the cloud using something like ‘Windows Live’ or ‘Google Docs’. In this way, when your job responsibilities changes or you take on more tasks, you can go ahead and update your resume right away.

Create work artifacts as you go: I would recommend you to keep a personal folder in which you can keep all of your documents or artifacts. By artifacts, I mean…..something that you created during your coursework at school or during your employment at your current company. Few examples would be….. Scanned copy of your performance review, project plan that you might have created, any framework diagram, or any documented e-mail showing your accomplishments. These documents will prove very handy during your job interview. Imagine if you were interviewing a candidate for one open position in your team, and he comes to an interview well prepared with all of his achievements documented. I am sure, you are more likely to hire that person as compared to any other person without documented proof of success.

I hope these tips will help you to keep your portfolio up-to-date with the current artifacts. If you have any other ideas through which you can keep your portfolio current, then please feel free to share it on my blog through your comments. Thanks. – Bhavin Gandhi

 
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Posted by on April 9, 2012 in 21st Century, Leadership, Management

 

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What should you not have in your online Resume?


ResumeIn my last blog post, I have provided you with some tips to create your online portfolio, but I forgot to discuss what you shouldn’t put in your online portfolio. While you want to maximize the reach of your online portfolio by putting as much information as you can to find new opportunities, there are few things that you should not put there. Following are my recommendations…….

Don’t include personal information: This goes without saying….. Never put your personal information on your website (or Blog). For example: Your age, birth date, etc. Actually, I would also recommend you to remove your birthdate from your social profile as well. There are various online data mining sites, which can collect your information from different public websites and gather all information at one place. Thus, putting key personal information out from your portfolio is a wise decision.

Don’t put private information: Let’s say, you have a PDF format of your performance reviews from your past employers, and you did a really good job there, and now you want to show that to the world. Please do yourself a favor, and DON’T DO THAT. Of course, you can carry your past performance reviews with you during your interview to strengthen your case, but it’s a really bad idea to put it for everyone to see. I would also not put any personal conversation that you had done with your Manager over the internet. Let’s say, you have many documented e-mails to prove that you did a really good job at your work, please keep a hard copy of those documents and show it during your personal interview, but don’t make it publically available.

Don’t put your company related work: Most of you must be working at some company, and most of your work must be related to the company that you worked for. You might want to include these artifacts in your online portfolio to strengthen your future employment chances, but please don’t do that right away. Please ask your employer/management, if it is ok to upload these documents online or not. Sometimes, you might be unknowingly violating any copyrights by making those documents public. So, make sure to ask your HR Department, before you make any document public. Let’s say, if all of your work is related to your company, and still you want to show that to the world, you can do that too. Edit that work, and make it as generalized as possible, and then run by HR to see if you can upload that to your website now. Once you get your employer’s approval, there is no harm in putting those artifacts on your portfolio.

Don’t put confusing documents: If you have any project documentation that you have worked on, and you want to include that in your online portfolio, then don’t do it right away. Any portfolio item that needs context and explanation to be understood is not likely to be a very powerful document in a Web-based portfolio. You can insert little text boxes that attempt to explain the relevance of the documents, and you can even try using voice-overs to explain how the documents demonstrate your important points, but it’s not the same as being there yourself and responding to questions that the viewer might have. Thus, leave out those specific documents that must be explained to communicate the message effectively.

I hope these tips will help you to create a better online presence for yourself, while controlling what goes online and what doesn’t. If you have any other ideas through which a person can control his/her online image, then please feel free to share it on my blog through your comments. Thanks. – Bhavin Gandhi

 
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Posted by on April 2, 2012 in 21st Century, Leadership, Management

 

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What should you have in your online Resume?


ResumeThose days are gone when we used to pass our business cards to someone, and they would keep them in their contact list. In the world of Outlook and e-mails, it is required to have your online portfolio. Some people won’t feel comfortable putting themselves out in the public, but those people will be at a disadvantage in their job search due to the competition. Thus, I would recommend everyone to have their online portfolio. And following are few tips to create it…….

Use free services: When I recommended my friend to create his online portfolio, he told me that it’s a waste of money. Well…… You don’t have to spend any money on your online portfolio at all. You can use various free services like Windows Blog, Google Blogs, WordPress, etc. These free services will let you create your blog for no cost, and then you can add different pages to your blogs. For example: A page to demonstrate your work experience, a page to demonstrate your references, and a page to provide a way for other people to contact you.

Include your contact details: Most of the people will refrain of putting their personal information out on web, while other people don’t have any issues with that. If you are one of those people, who don’t feel comfortable sharing your personal information on your website (or blog), then you can create a form for someone to contact you or create an another e-mail account through free services of Gmail or Yahoo, and put that e-mail address as your contact information. In this way, your personal information won’t be compromised and your contacts have a way to reach you.

Include your work experience: If you are looking for a job, then this added page is a must in your portfolio. This page can basically act as your resume, which can be searched online. Make sure to be as detailed as possible. Unlike your resume, which should be of certain size, you can provide as much information as you want on this page. So, why not make the best use out of it? Let’s say that on an airplane or at a social function you happen to strike up a conversation with someone for whom you might like to work. To get this person more interested in you, rather than just give her a business card and probably never get a call, you could also give her a Web site address for your portfolio. And with this ‘work experience’ page on your website, they can get more information about your experience before talking to you the next time.

Include your references: Let’s say, you are a contractor/consultant then this page becomes very critical for your portfolio. Of course, you need to take permission from your references to put their name on your website as your reference, but it is worth it. Imagine, if you were called for an interview and the person interviewing you asks for your references. In that situation, you can just point him to your online portfolio and lead him to think that you are some kind of a genius who came well prepared. If you have already few recommendations on your LinkedIn then you can either copy paste those there or provide a link for people on your ‘reference’ page to go to your LinkedIn account.

I hope these tips will help you to create a better online presence for yourself, while protecting your privacy. If you have any other ideas through which a person can enhance his/her online image, then please feel free to share it on my blog through your comments. Thanks. – Bhavin Gandhi

 
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Posted by on March 26, 2012 in 21st Century, Leadership, Management

 

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Manager’s Guide: How can I make it easier for a new hire to transition in my group? (Part 3)


SelfAssessmentOnce you are done training your new hire on the workings of your team and the organization (see my previous blogs), you can then go ahead and talk to her about her development within your organization. This will not only help you to develop some strong relationship with your employees but also motivate her by demonstrating that the company is willing to invest in her future. In this blog, I will provide you with some practical tips through which you can motivate your new hire.

Motivation: It is very essential for you as a manager to discuss what are meaningful motivators for your employees. Make sure that your new hire knows about your existing employee’s values and energizing criteria. You should also explain her the potential financial incentives (i.e., cash sharing, bonuses). Describe the potential opportunities for advancement with the team, department or company, and how she can advance herself to achieve those motivators. Don’t just train her theoretically on how we will measure her accomplishments, but provide some specific examples of her probable accomplishments. For example: You will work on this software development project, and your achievements will be measured against the total time and budget required to finish this project. This will give her a clear picture of how your team recognizes accomplishments. She can then work towards achieving those goals, and making your team successful in the process of doing that.

Learning & Development: No one wants stagnant employees, who can’t grow with the organization. Thus, every new hire should be explained their growth options by their managers. As a manager, you should always inform your employees about the path to succeed. You should not only explain them what is expected from them to advance their career in your organization, but you should also talk about opportunities to participate in associations, professional organizations or networking groups through which they can succeed. You can go one step further by finding out how your employee likes to learn (seeing, listening, doing), and then exploring what skills and abilities your employees seek to develop in order to perform the job more effectively. You can also take this opportunity to discuss how your employees can prepare for future responsibilities, and what type of developmental opportunities are available.

I hope these tips will help you to become a better manager by providing a clear direction for your newly hired employee. Let me know, if you have any other ideas through which you can help your employees to easily transition to your company. Thanks. – Bhavin Gandhi

 
 

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How can you deal with your micromanaging boss without quitting your job?


ManagementStyleDon’t get me wrong. Micromanagement is also a style of management, and sometimes it is needed to manage some employees, but it doesn’t work in 80% of the professional environment these days. What will you do, if your Manager is a Micro-manager? How will you handle that situation?

I got the idea of writing this blog from a conversation that I overheard in the café. The conversation goes something like this…………..

  • Mr. X: What happened to you? You don’t look so good.
  • Mr. Y: Don’t ask? Tough times at work.
  • Mr. X: Tough times? I heard you even got promoted few months back. What happened all of a sudden?
  • Mr. Y: That’s the problem. My new manager is a Micromanager. He keeps tabs on me. I can’t even go to the men’s room without informing him. I feel I am in some kind of a prison. Do you know any other jobs that I can apply for?
  • Mr. X: I am sorry to hear about your situation. You know what? There is this Project Manager Job that recently opened up in my firm, and I think you would be a better fit for it. Let me pull some strings and I will get back to you.

Let’s assume that Mr. Y was right, and his manager was at fault here. What would have he done? In this blog, I will provide few pointers to effectively deal with your Micromanager.

Talk to him about it: I am a huge believer of second chances. And that is the reason why, I would recommend you to directly talk with your manager about this (preferably in your one-on-one session). Some managers are micro-managers by nature, and if you don’t point out that this style of management annoys you, then he will never know about it, and might not change his style of management. At least by having this conversation, you are giving him a chance to change.

Decide a fixed time for rounds: Most of the micromanagers like to make 5-6 rounds a day to check up on their employees. Obviously, you might not be able to change their behavior overnight, but you can definitely work with them to agree upon some fixed timings for their rounds. In this way, they don’t feel like they are losing their control over you, and at the same time you get some fixed time of their visits, so that you can prepare yourselves.

Establish your SMART goals: There are very few managers, who are micromanagers by nature. Most of the other managers use the micro-managing approach because they want to continuously monitor your performance. What if…… you take a proactive action about it, and work with your manager to establish your SMART goals? In this way, your manager will have an established method through which he can measure your performance. Thus, he won’t need to visit your cubical 24×7.

I hope these tips will help you to better manage your micro-managing Boss. Feel free to comment on my blog, if you have any other ideas to deal with your micro-managing Boss. Thanks. – Bhavin Gandhi

 
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Posted by on March 12, 2012 in 21st Century, Leadership, Management

 

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Manager’s Guide: How can I make it easier for a new hire to transition in my group? (Part 2)


classic-booksIn my last blog post, I have discussed few ways through which you can make your new hire understand your company’s goals and objectives. In this blog, I will provide you some tips on how you can make your new hire acquainted to your team culture and communication channels.

Talk about the rules: After you have explained your strategic objectives and work culture, now it’s time for you to explain her about your expectations. Some of the managers leave it unsaid. But I prefer to talk to all of my employees about the performance expectations. In this way, they can specifically know what they have signed up for, and you can avoid having performance improvement talks later. You can start this conversation by establishing clear goals and priorities for her; and then you can progress towards expected employee’s behavior, your feedback process, and how her work will be evaluated. Don’t forget to outline the path through which you will help her to be successful.

The Team: Providing an understanding of the team’s roles and responsibilities is very key to the new hire’s success. This will make sure that she doesn’t step on someone’s foot, and she can know who is ultimately responsible and who has the decision making authority. During this discussion, you should explain her how your team supports company’s goals and objectives. This will give her the overall picture of your team, and where it fits in to the organization. And yeah! Don’t forget to discuss the procedures & norms under which your team operates. For example: Our team follows an agile development process, where each engineer is paired with one another team member for the development of a particular feature. Last but not the least, identify the people who can help her during her first few months in the company, and how they prefer to communicate.

Communication: Being a software development manager for years, I have seen various managers failed to provide this information to their employees. As a result, you have a new geeky employee who got herself acquainted to only e-mails, and you have to wait for her e-mail response for feedback. Thus, I would advise you to have these conversations beforehand. Convey to your new employee how you would prefer to be communicated, and what should be the frequency of those communications. For example: I expect an e-mail response within 1-2 hours. In case of a blocking issue, I want you to call me up instead of waiting for me to reply to your e-mail. And yeah! Explain how your employees prefer to communicate with themselves.

I hope these tips will help you to become a better manager by providing a clear direction for your newly hired employee. In the next blog post, I will be discussing about how to familiarize your new hire with the growth opportunities within your organization.

Let me know, if you have any other ideas through which you can help your employees to easily transition to your company. Thanks. – Bhavin Gandhi

 
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Posted by on March 5, 2012 in 21st Century, Leadership, Management

 

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Where will you use written communication over in-person communication?


DocumentsI recently opened up my Google+ account like any other tech fanatic. And one of the feature that got my attention was – Google’s Hangout. I have never seen more than 4 users video chatting at the same time without a premium account (whatever service it maybe). Though this hangout feature got my attention, I don’t think that today’s generation of SMSs and Tweets will use this feature extensively. I might be wrong, people might use this technology extensively and we might find a new generation of “Hangouters”. But this is too soon to predict anything. The only thing that I can say with confidence is – why people prefer SMSs, Tweets, and e-mails instead of in-person talk, phone calls, and meetings. Following are few situations, where people would rather prefer written communication over in-person communication.

Language barrier: As a part of my job, I manage various individuals from different locations. One of the team that reports to me is located in China. While they are very intelligent and technically sound, they have one short coming of speaking English properly. They normally understand my pronunciation of English, but I mostly have a hard time in listing their English pronunciation. Even after closely listening, I miss some sentences. Thus, I prefer to talk to them through Live Messenger instead of through a video conference. This gives me the opportunity to understand them better, while this gives them the opportunity to consume the data, translate it into their native language (through Google translator), and respond me back.

Broadcasting: Written communication is also useful during information broadcasting. For example: if I am having my birthday party, I would rather post it on my Tweeter feeds, Facebook or Google+’s feeds instead of calling everyone to come. And why not? I don’t need to repeat the same message to everyone on the phone. And I can also get the count of expected attendees at my party through these event’s page.

Record keeping: With information overload in today’s world, people tend to forget things which you might have mentioned to them few weeks ago. Thus, most of people like me, tends to follow-up through e-mail. According to me, e-mail is the best way to keep records of your conversation. For example: Let’s say, I talk to “Joe” regarding some IT issue over the phone and he tells me that he will get back to me on next Monday. If I wouldn’t have followed-up with an e-mail explaining the problem, I had to explain him the problem again on Monday. If I would have e-mailed him the details then I can just forward that e-mail and ask the status of this issue. He can then look at the information in the e-mail and find the status of the issue without wasting my or his time.

Speed: Sometimes, people just don’t like to talk in-person for smaller talks. For example: Let’s say, I have just talked to my colleague to see if he is interested in coming to a BBQ at my house. And he told me that he will get back to me today, but he forgot to respond. I would rather SMS him to ask his answer instead of calling him. If I call him, I don’t have anything to say because I just talked to him not long ago. But I still want his answer. So, I will just get SMS him to find his answer. This will be much more quicker and time efficient.

People’s availability: This is a really big question in today’s world. 6/10 times, I want to talk to someone, but I can’t find their free time. Thus, I always end up writing them an e-mail or texting them on their mobile. There can be various reasons for this issue, from time zone differences to their prior commitments to work or personal events. But when I use written communication instead of oral communication, they have the time to consume the information and then respond back to me on their free time. In this way, I don’t put someone in a weird situation by calling them during their working hours.

I hope these tips might have given you some pointers about where to use written communication instead of in-person communication. If you know any other situations where written communication will be preferred over in-person communication then do let me know. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
 

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Practical solutions to reduce time barriers between your Virtual Teams


DifferentTimeZonesI have seen various virtual teams that fails to accomplish their mission due to lack of communication. Virtual teams have many challenges like culture differences, language barriers, lack of personal touch, etc. But the ‘time difference’ is one of the most important challenge that a virtual team faces. As a part of my existing job, I manage various individuals from 3 completely different locations. And I have faced similar situations while managing these individuals. Through my experience, I have developed few practical solutions to resolve these challenges, and I would like to share those tips through this blog.

Define rigid working hours: I am neither a micromanager nor I believe in monitoring my people. But sometimes it is very crucial for a team to follow a strict schedule. Asynchronous communication channels like SMS and e-mails will only resolve few issues. But if you are working in a fast paced environment like me (Agile or Scrum approach), then it becomes very difficult to communicate through these asynchronous channels of communications. This approach makes it possible for me to meet with each and every individual at least 2 times a week (through video conference). From past few months, my team in China comes early every 2 days during the week and my team in USA stays late for those 2 days. This arrangement makes it easier to work with these people and it also helped me to increase my team morale.

Establish rules for e-mail communications: In the past, I have been in various situations when I will get an e-mail from my China team at around midnight in my time zone, and I won’t have any opportunity to reply to them until the day after. Thus, if you are working in a virtual team then you should be establishing few rules for your e-mail communications. For example: Tell your remote team in China to notify you regarding any urgent issues/concerns before midnight your time. Obviously, they will not be able to identify all the issues every time before you go to sleep, they might encounter few problems after you go to sleep. In that case, make sure that you always task them with some kind of other work, which is independent from that particular task. This will give them something to work on, before you can actually resolve their problem. This approach had helped me tremendously to increase the productivity of my team.

Make information go public: In most of the cases, people depend on each other for the information. Most of the professionals will take an educated decision in a given situation, if they were provided with the appropriate information. I made most of my information public in such a way that my team can have access to that information all the time. For example: during every meeting, I take meeting notes and prepare a list of action items. I started putting that information to our SharePoint site. This helped my team to have a baseline information and having the right information in their possession. This approach has reduced long chain of e-mails to get the same information that they would have got otherwise.

I hope, these tips will help you to reduce various time and communication related challenges with your virtual teams. Please feel free to comment on my blog, if you have any other suggestions for improving efficiency of your virtual teams. Thanks. – Bhavin Gandhi

 

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Manager’s triplets for today (Part 1)


If you’ve stepped one foot inside an office these days, you’ll probably be struck by the diversity of people inside. There are young and old coming together. Introverts and extroverts go about their daily business shoulder-to-shoulder. There are simply all kinds of people, motivated by different things. If you’re a manager of people, you likely already know this. One of your employees might be totally self-sufficient, easy to work with, and take criticism well. Another may not be able to get over the fact that you went with TFS 2010 when they wanted a different product, and now they’re letting you know about it. In this article, I will provide few tips for better managing your employees.

Communicate

Better communicate: Businesses are changing drastically, those days are gone when Managers were just focusing on the day-to-day operations, and still performing well.  In today’s businesses, Managers need to effectively communicate with cross-functional teams, customers, clients, and stakeholders to survive and thrive.

Cross-train your people: As a Manager, have you ever been in to the situation where you had enough man power to accomplish certain task but you didn’t have the required skillsets? I am not sure about you, but I have been in that situation before. At that time, it becomes really hard to justify hiring of one other resource. Thus, it is very essential in today’s businesses to cross-train your team.  Cross-training will provide you with the team of people with multiple skills, who aren’t qualified for just one narrow task, and who can be redeployed as the situation demands it.

Boss

Be a colleague and not a Boss: In tough economic climate like this, manager’s involvement in their employees goals and career is becoming more and more critical to empower your employees to deliver their best. As a manager, you can no longer afford to be seen hiding in your office and ordering your employees. It is really important that you get along with your employees to give them confidence and build trust. If you are successful in recognizing yourself as their colleague instead of their Boss, then you would be surprise to know the positive result in your team.

I hope my article was helpful, and I am eager to hear your feedback. Thanks. – Bhavin Gandhi.

 
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Posted by on September 25, 2010 in 21st Century, Leadership, Management

 

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