5S - Simple Steps to Improve Working

5S is a method of organizing your workplace and workflow, to improve efficiency and quality of work. Literally, 5S is combination of five Japanese words, starting with the letter 'S'. This method can be applied in your professional as well as personal life.

1. Seiri - Sorting. Remove the unnecessary.
- Sort your documents and items as per requirement. Keep only necessary and remove the unnecessary.
- Review files and folders on your computer. Store only necessary and delete/backup unnecessary.

2. Seiton - Systematic arrangement. Place for everything and everything in place.
- Keep frequently used items closer to you.
- Define specific locations to store all necessary documents and items. It is recommended to stick name tags on the drawers/shelves/containers, where these items are stored. Ensure that they are stored at their designated place only.
- Prepare a list of folders, broadly classified according to contents, on your computer. Ensure that all documents are saved in corresponding folders only.

3. Seiso - Cleaning. Keep the workplace clean and tidy.
- Cleaning your workplace should be a regular activity, rather habit.
- It makes the place more pleasant and worth spending time at. It also increases your confidence about availability and accessibility of necessary items.
- On your computer, clean your desktop, recycle bin, and major folders regularly. Remove unnecessary shortcuts, files, and documents. It will help improve performance of your system.

4. Seiketsu - Standardization.
- Prepare standard procedure of above 3 activities.
- Make index of items and documents, by numbering them in logical manner.
- Maintain a list of items, documents and their locations.
- Also, mention names of persons responsible to follow above 3S's. Explain the standard procedure to all concerned persons.
- Maintain a master document having links to all necessary documents on your computer. Prepare schedule for backup, upgrade, and cleanup of your documents and software.

5. Shitsuke - Self Discipline.
- Ensure that all above 4S's are followed.
- Once the procedure is standardized, everyone concerned must follow it, until new improvement is suggested or some unavoidable reasons are surfaced.

Benefits of 5S:
- Reduced searching time. You know where to look for particular item.
- Increased productivity. The time and energy for searching are saved.
- Improved quality of work. You can focus on core activities.
- Satisfaction of working, without draining your time and energy, and delivering quality results, all the time.

5S - Simple Steps to Improve Working

Case Study - Sales Communication

How many of you, working as Sales Executive/Manager, have experienced the frustration about your potential clients not returning your calls? Almost all of you, at some point of time, right? Let's analyse the case and see why this happens.

The Case:
The potential client typically said, "We need your product/services, please send us a business quote customised for our industry". Now after providing all the details and repeated follow-up calls, you are wondering, what happened so dramatically, that the client is not even answering your calls? Why do they behave in this way?

Possible Reasons:
- Client’s request is misinterpreted as immediate wish to buy. Enthusiastic sales people try to reduce ‘enquiry-to-order cycle time’ to seconds! This results in false impression, ‘Send me a quote’, being concluded, as if the client will place an order the moment he receives the quote.

- ‘It’s not a priority now.’ This can happen almost overnight. Changes in demand from customers of your potential client, tricky market situations, or simply a new Boss can be the most common reasons, why they no more need your product/services urgently.

- ‘I am an expert, I know in and out of this product/service.’ Many times, someone at the client’s end feels he has all the required information and there is no need for further discussion.

- ‘We are totally packed in another project/audit/daily work.’ This is not always a lie; you have to believe this sometimes. You can even judge this from the situation in your own office. In most of present organisations, people have many things to complete within tough deadlines. The client wants to come back and discuss with you, but just cannot make it right now!

- Just for reference and comparison. Many times client needs your quote for comparison, to justify to the management/team to place order with your competitor.

Actions:
It’s important to find out the reason for client’s silence before further investing in this case. Let’s see how:

- Don't give up. Maybe your potential client wants you to maintain the follow-up. There should be no harm in contacting 5-6 times before jumping to conclusion.

- Keep adding value in each follow-up call. Don't just say, "Hi just calling you as a follow-up on our quote. Call me if you need any other information". Instead, you can say, "Hello, I believe you have realised how our product/services can be a great push to your efforts in cost control. We can discuss and explore some more ways to customize the product/services bringing it closer to your requirements." This way you can stress on potential loss due to delayed purchase decision.

- Are you following up too frequently? After 2-3 unsuccessful attempts, increase the gap in subsequent calls by days, weeks, or even months.

- Use different communication tools. Use phone calls with e-mails, invitations to the upcoming events, forwarding articles, testimonials etc. Try to express yourself as an expert in this field.

- Discover multiple contact points in the client’s organisation. Identify and develop multiple relationships within the potential organisation.

- Plan for future actions. Be prepared with the follow-up schedule and agenda for next meeting/call. By identifying symptoms of unwillingness, you can further evaluate the seriousness and/or urgency of the need.

- Try a little bit of fun. After repeated attempts to contact, leave a funny message as, ‘I know you're very busy person, but I also know that reducing your production cost is important for you. That's why I keep bothering you. Can I have an opportunity to talk to you instead of your answering machine?’

- Let them have some breathing space. E-mail the potential client stating, ‘We thought you were interested, but as we have not heard from you since long, we might have misjudged your need.’ This can get you a response and perhaps an explanation from the client (who might be feeling guilty of not communicating).

Conclusion:
By trying out some of these different options, you should be able to get some clue on the status of the need. This should help you decide whether to look forward to the client as potential one or to move forward with another client.

Case Study - Sales Communication

Business Etiquette

Good Manners
It takes 15 seconds to make a good first impression. And you spend rest of your life to repair it, if it was negative one. Hence, be prepared to present yourself as the best of you.

Right Handshake
Handshake is a universally accepted way to greet people and introduce oneself in the corporate world. It should be warm, firm, and should last about 3-4 seconds.

Business Introduction
In business introductions, rank and designation are considered more important than age and gender. Whenever you are in situations where you have to introduce a colleague to a senior person or your client to your boss, always say the name of the most important person first to show respect.

Telephone
Always call during regular working hours. Call back or answer voice messages within one working day.
Remember mobile phone is only for emergencies. Switch off your mobile while attending a meeting.

Effective Business Correspondence
Reply to all business e-mails within one working day, maximum two.
Always use sentence case. UPPERCASE means you are shouting; lowercase shows you are lazy.
Always use email signature, giving your complete contact details.

Perfect Business Attire
What you wear is a sign of your respect for the other person or the organization you are working or interacting with.
Observe the dress code of your workplace.
On casual dress days, wear business casual clothes.

The Business Luncheon/Dinner
Remember, a Business Meal is for eating and networking.
Place the napkin on your lap and do not wipe your face or nose with it.

The Value Business Referral
Referrals are invaluable to business.
When people give you a referral or a sales lead, thank them.

Skilled Business Networking
Corporate parties, cocktail receptions, office parties are excellent places to network.
Office parties are an extension of the office environment; so appear on time, dress appropriately, drink in moderation.

The Smart Business Talk
When meeting prospective clients or business associates, to initiate the discussions and get the business talk going, start with introductions and by asking general questions.

Value Time, Value Business
Time is precious; time is money.
Be time conscious and stick to the rules of punctuality.

The Friendly Office Environment
Be polite and courteous, even to those you do not like, to avoid fights and negative tension.

Business Etiquette

Listen Carefully and Get Ahead

Knowing how to listen is a crucial aspect in relationships… especially in today’s competitive business environment.

Successful professionals know careful listening can reveal unseen problems, identify new trends and opportunities and lead to creative solutions. They also know that listening to people will help building good relations in their working relationships.

Do you know how to listen…?

• Control Emotions: Experts say emotions are powerful obstacles to listening. They colour what we hear and prevent us from focusing on what is being said. To be a good listener, one should not react while someone is speaking.

• Another emotional obstacle is anxiety about what to say. If you are listening to someone, listen carefully, take a deep breath, and then respond. It shows respect towards speaker. It will also give you some time to think and understand the stand of speaker.

• Notice details about speaker: how slow he speaks, his style, how much eye contact he maintains. This will help you while responding as sharp difference between styles can create tension. Accepting his style can help you concentrate and build a good communication and understanding.

• Do not label the person: One major obstacle in listening is that we label the speaker as a boss, a peer, or a subordinate. Wise executives encourage communication on same levels.

• Listen aggressively: Asking a good question is a secret of good conversation. When you are having conversation with a group of people, keep some gaps in your presentation so that people can ask questions to make interaction interesting.

• Do not jump to conclusions: Some people are solution-finders, before a speaker finishes, they can immediately come to the conclusion and find the solution. Instead of coming to conclusions immediately, listen to the speaker carefully to weigh all aspects of an issue to find perfect solution.

• Understand others' need: If you want to influence, you have to listen that person carefully and understand his need.

Listen Carefully and Get Ahead

Secrets to Peak Performance

It is scientifically proven that Loss Prevention is the primary and most effective way to improve performance. As it relates to optimizing internal capacities, it is quite easier and faster than applying any external improvement techniques. No external applications would result unless all causes of internal loss are prevented. Let us consider example of a balloon. You will not be able to blow it to size with whatever amount of air, until it has even one small hole. Similarly, you need to optimize your potential energy before enforcing additional efforts.

Here are some tips on buffing up your efforts:

1. Lead a well-rounded life

People who get their work at home until bedtime get on peak early and get addicted to work in short span of time, too. High performers can leave their work at office and spend good amount of time on the things they like. This allows their minds to refresh and rejoin work with improved efficiency.

2. Proper selection of career

Selection of work plays vital role in your career. High performers select the kind of work they like to do and focus on the internal satisfaction, not on external rewards and powers. In the end, as they enjoy their work, their work is always better than others’ is and result in high returns.

3. Rehearse each challenging task mentally

Before facing any challenging situation, high performers prepare for it by judging pros and cons, possible actions and reactions. They rehearse the task mentally so that when it happens, they have already gone through it.

4. Seek results not perfection

Many hardworking and ambitious people focus on perfection, leaving them short of time in everything they do, leading to missing on opportunities. High performers do not focus on perfection, but on accomplishment of the task. The mistakes are taken in as lessons, and not as bitter memories.

5. Be willing to risk

Most people like to create their comfort zone, and live with that for their lives. They are always in search of security, and run away from risks, thus missing on hidden opportunities. High performers, by contrast, are geared up to take risks by carefully considering how things would work and making provisions for failures and worst scenarios.

6. Don’t underestimate your potential

People presume that they know their limits. In fact, they don’t know, but they believe and limit themselves. Self-limiting is the biggest obstacle in high-level performance.

7. Compete with yourself

High performers focus on building themselves and improving on their own skills. Worrying about competitors’ abilities and possible superiority can often be self-defending. People differ in their potential and skills; hence, one can be better in one skill, while poor in another. High performers are interested in doing the best possible job by their own standards.

Secrets to Peak Performance

ज्ञानाचा विषय माणूस आहे!

"खरं म्हणजे, बुद्ध हा कुण्या हिंदू देवाचा अवतार नव्हे. हजारो वर्षं, हजारो मुखांनी एखादी खोटी गोष्ट पुनःपुन्हा सांगितली, तरी ती खरी ठरू शकत नाही. देव, ईश्‍वर अशी कोणतीही कल्पना बुद्ध मानत नाही. तो आत्माही मानत नाही. तो कोणती अवतारकल्पनाही मानत नाही. तो स्वतःला माणूसच मानत होता. आज संपूर्ण दुनिया त्याला जगातला सर्वश्रेष्ठ तत्त्वज्ञानी माणूस मानते. त्यानं ज्ञानरचनेची पायाभूत सूत्रं सांगितली. असं करून त्यानं अज्ञानरचनेच्या चिंध्या केल्या. प्रत्येक माणसानं पूर्णतः चिकित्सकच असलं पाहिजे. ‘चिकित्सेच्या वा विज्ञाननिष्ठेच्या निकषावर जे खरं ठरणार नाही, त्याचा स्वीकार करू नका,’ असं तो सांगतो. ‘विश्‍व सान्त आहे की अनंत?’, ‘ते शाश्‍वत आहे की अशाश्‍वत?’ अशा मालुंक्‍यपुत्ताच्या प्रश्‍नांना उत्तर देताना बुद्धानं विषारी बाण लागलेल्या माणसाची गोष्ट सांगितली. समजा, तो बाण लागलेला मनुष्य, त्याच्या उरातला बाण काढू न देता, तो बाण कोणत्या धातूचा होता, कुणी मारला, कोणत्या दिशेनं तो आला, अशा प्रश्‍नांच्या उत्तरांची अट घालू लागला, तर त्या प्रश्‍नांची उत्तरं मिळेपर्यंत तो मरूनच जाईल. मुद्दा बाण काढण्याचा, मनुष्य वाचवण्याचा आहे. ‘ईश्‍वर आहे काय?’ ‘आत्मा आहे काय?’ अशा प्रश्‍नांची उत्तरं मिळवण्यात आयुष्य बरबाद करण्यापेक्षा तुमचे प्रश्‍न तुम्हीच सोडवा. त्या प्रश्‍नांची उत्तरंही मिळणार नाहीत आणि तुमचे इहजीवनातील परस्परांना जगवण्याचे प्रश्‍नही सुटणार नाहीत. बुद्धानं बाण काढण्याचं महत्त्व विशद केलं. ज्ञानाचा विषय ईश्‍वर नाही. आत्मा नाही. परलोक नाही. ज्ञानाचा विषय माणूस आहे. त्याच्या आणि त्याच्या संबंधात येणाऱ्या इतर माणसांमुळं निर्माण झालेले प्रश्‍न हा ज्ञानाचा विषय आहे."

- यशवंत मनोहर (सकाळ सप्तरंग, १४ सप्टेंबर २०१४)

ज्ञानाचा विषय माणूस आहे!

Attitude

"Attitude is a little thing that makes a big difference." - Winston Churchill

Attitude plays a vital role in the life of any human being. Setting right attitude is instrumental in the process of being successful or achieving things you want in life. Here are some useful tips on attitude setting:

1. Do not fear

“Attitude is not walking like a King; it’s walking like you don’t care who the King is!”

Do not limit your thoughts fearing potential reactions from others. Be a self-believer.

2. Accept new things coming your way whether you like them or not

“Your big opportunity may be right where you are now.” - Napoleon Hill

Many times, opportunities come in disguise. You tend to avoid something, which would have eventually turned beneficial for you.

“I was seldom able to see an opportunity until it had ceased to be one” - Mark Twain

3. Mould yourself as your work demands

“The way to learn to do things is to do things. The way to learn a trade is to work at it. Success teaches how to succeed. Begin with the determination to succeed, and the work is half done already.”

If you want satisfaction in what you do, you have to take on the most difficult assignment. Simple and easy tasks leave you underutilized and hence, unsatisfied with yourself.

If you do not have knowledge; but if you feel or circumstances say that you have to work on it, instead of saying no, gather information and build knowledge. No one can steal this treasure from you.

4. Give 100%

“Luck is what you have left over after you give 100 percent.” - Langston Coleman

Whether it is expected from you or not, give your 100% and make it a habit. It’s better to say, “I did it” than saying, “I could have done it”.

5. Do not evaluate too much

“We get volumes of data, pro and con. So often we get volumes for and volumes against, so we don't do anything. If we can't please 1,000 percent, we do nothing.” - Jack Coyle

It’s good to assess every situation; but not at the extent of isolating from the scene. Don’t think much on pros and cons, every action will have both good and bad reactions.

Attitude