Kenneth Kwan is an Author, Global Leadership and Motivational Speaker, who has trained and spoken in 12 countries to over tens of thousands of professionals on developing a success-oriented mindset and what is required to lead sustainable change. As a Certified Speaking Professional (CSP), he has helped audiences shift mindsets, inspire action and created high-performance cultures from the keynotes and strategic planning retreats with senior managements.
Gossip is known to destroy teamwork, morale, create toxic, build distrust and even cause talent in your organisation to leave. It is destructive and can cost your organisation a lot of money in terms of lack of productivity and a drain on human talent.
According to Wikipedia, gossip is defined as:
“Idle talk or rumour, especially about the personal or private affairs of others; the act is also known as dishing or tattling.”
Since it is idle talk or rumour, it does not help to build up people or teams.
Gossip itself is not negative, but what you gossip about determines whether it has a positive or negative impact.
A change of perspective
What if you could use it to your advantage in creating positivity and forward momentum in your team? This is where resource gossip comes in.
It actually focuses on intentional talk and facts instead of idle talk or rumours.
Resource gossip is talking about what a person or team has done right, how they have contributed to each other or anything that is useful. It focuses on positive issues that have happened.
Backed by research
A research was conducted by Dr Jennifer Cole and Hannah Scrivener from Staffordshire University. 140 participants were asked to talk either positively or negatively about a fictional person. Those who talked positively felt higher self-esteem than those who talked negatively.
Concluding this study, Dr Cole says that "Gossiping is usually seen as a bad thing. Our findings suggest some forms of gossiping- particularly of the type where people praise others - could be linked with some desirable outcomes for the gossiper despite the fact that gossipers are not generally approved of."
Another independent study was conducted by Professor Kirk Chang of Salford Business School in conjunction with Chien-Chih Kuo from National Chenchi University, Taiwan. Participants were randomly chosen across seven industries in Taiwan. They include 130 managers and 231 of their subordinates.
The analysis of the study concluded that the managers’ positive gossip provided a sense of emotional support to the subordinates. Subordinates reciprocate this support by showing commitment towards their managers. Furthermore, subordinates perceived better mental health, team empowerment and job embeddedness at work. This showed that managers’ positive gossip made subordinates feel better.
Opposite results were found when managers gossiped negatively about subordinates.
Professor Chang said: “Gossip is a term that carries some negative connotations, but our research suggests that managers who gossip positively with the team members are likely to maintain a more committed workforce.
In summary, resource gossip is useful for a few reasons:
2. It helps to build relationships between the resource gossiper and the other person. Doesn’t it feel amazing that someone tells you what you are doing well?
How do you start a resource gossip?
Start by selecting the person you want to talk about in your team. Get the person to listen to the conversation that you will have with other colleagues regarding him/her.
Talk about the strengths displayed, what has this person done well and give evidence of it. After that, ask other colleagues to contribute more.
Who can you do this for?
Consider doing this for your boss, team members, clients, parents, friends and even children.
I have tried this with teams and most of them leave the session uplifted and happy. Some realised their new found strengths and even expressed gratitude to those who affirmed them.
Try this out and I am sure it will do wonders for you.
As a results-oriented individual, I’m always experimenting different ways to make myself more productive and efficient. It is my desire not to always put in more hours at work but rather, seek to do more with the same amount of time that I have.
Here are the 71 no-frills ways of improving your productivity right now!
HABITS
1. Hermit Time. You need to allocate a time slot where you will totally be undisturbed and being incommunicable (just like a hermit).
2. Momentum is key! Remember that there is always momentum when you work. It is very important to ensure that the momentum is not disrupted by other things, e.g. phone calls, checking emails, people stopping by to talk to you and etc. Once the momentum is lost, it will take some time to get it back.
3. I-can’t-see-you. Turn off anything that distracts, i.e. Notifications to social media or WhatsApp, TV, newspapers and etc. I switched off WhatsApp notifications on my phone and my life has been back in order again.
4. Stop multi-tasking. Scientists and studies have shown that it drops your IQ, makes you impatient and reduce your concentration ability. Doing one thing at a time also makes you focused to accomplish a task quickly and to high standards.
5. Stop being a perfectionist. You can take whole day to ensure that small little things are in order or the alignment is consistent, but is that effective?
6. Say “NO”. Taking more things doesn’t make you more focused or effective if you are already struggling with the amount of things to do. There are always more things to do, but it should not be done at the expense of the main purpose of your job. Learning to say NO was one of the toughest lessons for me.
7. Mini Performance Reviews. Conduct short performance reviews about what you have done at the end of each day and ask how you would have done it better.
8. Maximising “commuting time”. Whilst travelling, can you listen to a CD or MP3s to educate yourself? If you travel 40 minutes each way (assuming 22 work days a month), you would have used 352 hours in a year to gain additional knowledge.
9. Creating Activities is not the same as Being Effective. Remember that activity does not mean accomplishment. You can be doing a lot of things and running around in circles. Strive to be effective first before being efficient.
10. Effectiveness Percentage. Calculate your Efficiency Percentage = [ (Time doing Real Work) / (Time spent at work) ] x 100%. "Real Work" is the amount of time you actually spend doing real work, while "work" is the office hours you put in. You will be wise to improve efficiency percentage by maximising your time and not adding more hours.
11. Invest in yourself. Read, attend courses or seminars that will make you think faster, make better decisions and improve your gut feel for things.
12. Avoid information overload. Today’s society tends to give us too much information that is not timely or relevant. Unsubscribe yourself from newsletters or reduce reading newspaper content. Anything that you are not reading for more than three months should tell you to unsubscribe from it. You can always resubscribe if you need.
13. Schedule Pit Stops. Even a high performance car in the F1 needs to enter a pit stop to refuel and change tires. They do it so that they will continue running at an optimum speed. Schedule time every week to reflect and strategise for the week ahead.
14. More breaks. If you feel that you are not productive during work, schedule a “10 minute break” and set an alarm for it. This helps your mind to relax and reduces fatigue.
15. Get fit. If your fitness level is low, your productivity level will be low as well.
16. Institute rituals. There are rituals that you did before that can help you be more productive. Ask two questions: “When was a day that you felt that you were extremely productive? What did you do that day?” These will give you clues to what you should be doing more.
17. Reflect on what works. Always be curious when things succeed or works well at work. This gives clues to what you should be doing more and you need to think how to systemise it so that it can occur more often.
18. Housekeeping. Take 5-10 minutes at the end of the day to clean up your working space. Psychology has shown that less clutter means less stress.
19. Stop excessive emailing checking: Check your emails only twice or at maximum three times a day. Excessive checking of emails tends to make you waste time. Some experts also advocate that you only check them in the afternoon and save your mornings for important work.
20. Act on all emails immediately: Do it by deleting or replying to them. Do not try to read an email first and then decide to reply later. This makes you waste time in re-reading emails.
21. Short and sharp. Reduce the length of emails so that other people do not find it too daunting to read and you will also save time in the process of crafting it as well.
22. Boilerplate. Use them for frequent questions or repetitive proposals. Boilerplates are essentially templates to typical questions or proposals without having to constantly reinventing the wheel.
23. Craft subject lines clearly. Since most people decide to open emails based on subject lines, it is important that you need to write relevant and descriptive subject lines.
24. Number your points. It helps to ease reading and guide others to reply according to your points. People tend to miss information if paragraphs are too long.
25. Flag ‘em. Flag your emails with different colour so that you know the priority level. I personally use “red” for important emails that I need to monitor everyday, “green” for my colleagues to follow up on and etc.
26. Don’t cc the world. Don't carbon copy people who doesn’t need to know or has got no say in it. If you really want your boss to be informed on what you have been working on, schedule short update meetings and not plague everyone else to read your emails.
COMMUNICATION
27. Quick Chat. Strive for the quickest and most effective way of communication. A two-minute phone call can deliver the better results than you making a lengthy reply through emails.
28. Clarity of speech. Be clear on your thoughts and purpose for every conversation. Most people don’t communicate well because they do not know what they want to achieve from every conversation. Communication is considered effective only when the recipient receives your intended meaning.
29. Update. If you have achieved something for the team or yourself, always give short updates to them. This helps others know that things are progressing and improves morale.
MEETINGS
30. Do I need to be there? Always ask if you really need to attend the meeting before hand. Some meetings are just for information and you can just read the minutes after the meeting.
31. Agenda-everything. Ensure there is an agenda in all meetings. This is to make meetings purposeful and clear. It is my personal rule to only attend meetings if there is an agenda.
32. Time Limit. Decide that you will end the meeting at an appointed time. This helps reduce unnecessary conversations and only things that will matter.
33. Homework. Before you attend any meeting, be sure to read through the minutes and decide your position. This avoids rash or ignorant decision making.
34. Focus on small steps. If you are overwhelmed too many things or can’t reach a consensus, ask: “What is a small step we need to take to improve (insert situation)?” This creates forward momentum. This is one of our signature programs.
35. No problem. Avoid being focused on problems by not dwelling on them. Rather than ask “What’s the problem?”, ask “What do we want instead of the problem?” Once you have details, starting looking for what are the ways to get what you want.
WORK ENVIRONMENT
36. Conducive environment. Maintain a work environment that encourages you to work. Distractions from people or a messy table might affect you. Think through about what items need to be close/far from you to encourage you to work better.
37. Adequate lighting. Ensure that there is enough lighting to avoid eyestrains.
38. Good ergonomics. Ergonomics is defined as the science of measurement and a person’s relationship to it. You should have good posture in everything you use. This includes desk, height of computer, distance of the computer from your eyes, your feet resting comfortably flat on the floor and etc.
39. Within reach. Things that you use everyday should be within an arm’s reach. Unless it is the expensive printer that has to be shared.
40. Get screened. If you use 2 computer screens or a really large one, it helps you see more at a glance without you switching tabs.
41. Tune down. If your workplace is noisy, do consider wearing eye buds or headphones. It tends to reduce noise and makes people not want to talk to you when you are working.
OUTSOURCING or DELEGATION?
42. Value Generation. Consider outsourcing or delegating part of your work out if you feel that it does not bring generate the most value for your company. Can part timers or personal assistants help? Anything repetitive can usually be outsourced easily.
43. Need a freelancer? You can outsource your work (almost anything can be done there) to professionals from other countries at a reasonable price. Try upwork.com, freelancer.com or fiverr.com.
44. Hire good people and get out of their way. Be clear on their job descriptions and how they add value to the company. Coach them to succeed and empower them to make decisions so that they can improve your company’s effectiveness.
PERSONAL MOTIVATION
45. Hang out. Say goodbye to energy vampires to your life. Stick with people who inspire you to take action to improve your life. I’m sure that if you were to hang around with Bill Gates, Warren Buffet or Elim Chew, you will want to do something significant with your life!
46. Mantra Mantra. Recite “Do it now” again and again until you are too tired to hear another time and get it done.
47. Get a personal mentor or coach. They will help you identify your blind spots and coach you to overcome them and focus on what you do best.
48. Reward yourself. Give yourself a reward when you achieve certain milestones in your work. This will give you incentive to work harder and push on.
49. Practice makes permanence. The more time you spend in doing something, the better you become. This reduces the amount of time to do it again. Being good at something also pays well too!
50. Declare to the world: Announce your intentions of what you want to achieve to the world (or on social media). This forces you to do what you have said or risk losing face. I told my friends on social media that I will complete my first manuscript of my book: Small Steps To Big Changes in 60 days and it happened! Social pressure does help you succeed.
51. What needs to be different? If someone constantly focuses on what is not working, or has a hard time getting out of his complaining mode, ask “What needs to be different?”
52. The power of small. If you keep winning small, you will usually feel motivated. Small wins leads to increased self-belief and will lead you to bigger things. Always start small first.
COMPUTER TECHNIQUES
53. Better software skills. Consider upgrading your software skills and learn shortcuts and hot-keys to finish a task faster.
54. WPM. Improve your typing speed (measured in Words Per Minute). Secretaries to learn how to touch type (which means typing without looking at keys) and tend to be faster than anyone else. You can type faster by memorising the keyboard and using all your fingers.
55. Use updated tools. Ensure that the software and hardware tools are all updated so that they can function at an optimum speed. A computer with a good processing speed and internet connection speed is essential to ensure that it does not impede your work.
DAILY ORGANISATION
56. Plan ahead. Create a task list of things to do by the morning. Put check boxes next to them so that it will encourage you to complete them.
57. Finish by 12pm. Do the important tasks before lunch time. This helps you achieve what is important and not get caught in things that aren’t.
58. Schedule dailies. If you set aside time on a task or habit, you will tend to finish the long waited book, lose weight or learn an entirely new sport.
59. Schedule appointments. If you want something done and know that you do not have the constant motivation to make it happen, schedule appointments with friends to do it together. Friends can encourage you and use positive peer pressure to push you on.
60. Spell Deadlines. Give yourself deadlines to everything you do. Remember that deadlines are spelled as deadlines, not datelines. Cross the line and you are dead.
61. Create checklists for consistency. Create checklists so that you can create consistent experiences or logistics. In our company, we have checklists for programs, logistic items, even what to do to follow up with clients. This creates a consistent experience for our clients and helps us succeed consistently.
62. Break-up. Break up huge tasks into smaller sizes. This prevents procrastination and getting lost in the immensity of a task. Finishing small bite sizes of work tends to be much easier to manage.
63. Peg time limits to each task. This prevents you from using too much time to finish a task.
64. Categorise and label. Categorise your items and label the folders, boxes or drawers. It helps you to remember where you kept them and prevent you from looking around for lost documents or items. It is also easy for you to discard them accordingly once it has past its expiry date for personal or work uses. Try to be as specific as possible (e.g. Work Receipts and Invoices 2019) and not label “General Folder”. As a general rule, we only keep last year’s folders for our easy reference, the rest are stored away.
65. Prioritize your work. What is urgent may not always be important.
66. Ignore doing, if possible. Before you do anything, ask yourself if you really need to do it? Sometimes the consequences of not doing anything may be acceptable. There are some things that do not even need to be done.
67. P-Cycle. Decide when your most productive time is. There are personal cycles of productivity and you should schedule your most important tasks at that time.
68. Batch your work. If you batch your work into chunks, it might be easier to manage. Think of all the functions of your job scope and complete it a chunk at a time, e.g. make phone calls, run errands or clear administrative work.
69. Be like a good chef. Before a chef cooks, he has all the ingredients laid out before him already. Gather all the resources and tools before you start to work.
70. Cross-pollination. Bring good ideas or best practices from other industries and ask if they can be applied to yours as well.
71. Don’t wait for perfect conditions. When you take immediate actions, you create progression and that gives you feedback to plan the next step better. When you wait, nothing ever happens. Start now. :)
Hope to update you on what I have been doing recently. I have recently created a few programs which are running now for School teachers as well as the corporate MNCs.
Here's a list of them: 1. Authentic Sales and Management Program 2. Career Profiling 3. High Altitudes Team Building Program
Here are the Top 10 time-wasters at the workplace according to a survey of employees: 1. Shifting priorities 2. Telephone enquires 3. Lack of direction/objectives 4. Attempting too much 5. Drop-in visitors 6. Ineffective delegation 7. Cluttered desk/losing things 8. Procastination/Lack of self-discipline 9. Inability to say NO 10. Meetings
Source: Swingline
I'm sure that you have already experienced some of it but hey, let's zero in on these inefficiencies and get rid of these bad habits before we become crippled by them.
When SARS came to Singapore, it managed to wipe out businesses and even the famous 1.99 shop in Singapore collapsed. Small business owners suffered tremendously because they did not have the deep pockets to endure the long periods of laock of customers.
What can one do to continue to earn money when every business is suffering?! All I can say is there are TONs of opportunities out there. I applaude the creativity of store owners when they know what type of products will be relevant to the peoples' need. Even when people are losing money, they have reinvented themselves by brining in different type of 'seasonal' stocks that will create profits for them in order to survive.
Let's look at certain problems and what products/services that will likely be popular: HAZE- air purifiers, skin care, vitamins and masks BIRD FLU- Flu jabs, vitamins, rise in prices of other meat products, vegetarian products DENGUE FEVER- Anti mosquito patches or lotions, gym programs, vitamins.
Therefore, if you ask me, if there's a crisis and you still earn money? My answer is YES! Its all about understanding the needs of people and addressing them!
I had this assignment to go into a particular school to teach about Money Sense.
Its kind of interesting because I feel that everyone needs to seriously understand their money and attitudes concerning this. This is even more important as we are living in a credit car, instant gratification society.
I am truely amazed by how much we actually educate ourselves when it comes to money. Imagine, I've witnessed how many people can take some time to think when it comes to spending $200 on a particular product. However, they will not even bat an eyelid when $100/month disappears from their bank account into some investment scheme which they are not clear about. They are not even clear about the capital gains from the investments, or even the current worth of the mutual funds. Isn't it scary? I mean, what if the fund that you have invested in is not performing? Wouldn't you care about how much you have gained/lost?
Anyway, back to the school. It was done over a period of 3 lessons and I had a good time with them. I basically wanted them to know that money is not a good/evil thing. It is basically a neutral term. The question is "How will you use it?"
I helped some students develop a simple structure, ie to give them a plan to save 10-20% of their weekly allowance. Lock in this amount and develop the habit of saving until they can invest. Besides saving, can they reduce spending or delay their self gratification? Only the strong willed will survive this stage because they ask tough questions like: "Is this a need or a want?"
Lastly, we played a money game. This was to teach them how we actually fall into the trap of marketing ploys to get us to spent money! This is a very powerful lesson because some of the students were really shocked by their own actions. Here's some photos of the program...
It seems crystal clear to everyone in Singapore that having a good education is extremely important. Education itself is very important in training the mind to think and express itself. Most people feel that without a solid education (and that means getting a good degree), you will never make it in society? Should it be so or rather should it dicate what our destiny is like?
All over the world, everyone is studying frantically to get at least a degree. In fact, a degree is now so common that you have to be 'one notch' higher than the rest and get that master's degree. In my humble opinion, I feel that people studying for master's program are often risk adverse in their approach in life. Allow me to qualify what I mean by risk adverse.
More often (realise that I use the words 'more often'), people study further because they want a good quality of life for themselves and family. When you ask people why do they want to study for a master's, the answer is usually:
"I need to get ahead of the rest" "There's no further promotion if I don't carry on" "After getting it, I'm sure the company will pay me better"
The above reasons show that a person studies simply because he wants a better quality of life. This makes a person want to get a better job or a higher pay to comensurate his time in studies. By doing so, he cannot be develop the entreprenuer within him/her because they are looking for a high paying job. This effectively eradicates the risk taking nature because this person finds comfort in the better quality of life.
If you think about it, there are many people who are successful in life because they did not take the usual route of life. People like Steve Jobs, Bill Gates and Michael Dell never finished a degree course. Sim Wong Hoo, Singapore's sound blaster prodigy only had a diploma and a big dream. These people had 'nothing' but dared to dream BIG. Not only they dreamt, but they pursued it with a great hunger for success. They did not let their 'lack of education' stop them from overcoming their obstacles in life.
I'm not putting down education, but just wondering if it does make us risk adverse? Well, that's a question for us all to deliberate on.
Imagine one day you sit in a class where you have to sit down infront of the teacher or lecturer, staring at him for hours, trying to figure out what he is trying to say. You are pounded by rapid sentences from his mouth that never seems to end. All the sudden, your vision is blur and you start to keep those heavy eye lids from closing. You start to take a blink, a longgggggggg blink and suddenly you find yourself drifting into a blissful sleep.
Is that your typical day in school or a workshop?
Why does it seem that those who are teaching or conducting workshops not engaging us in a certain level of participation? Isn't it their job to make things exciting so that people can learn better or more? Is it their responsibility or should it be ours because we need to learn? My answer is simply all parties need to take responsibility. Let me explain...
Teachers need to engage their students in their lessons, stimulating interests as well as providing content. Can you remember the previous time you did well in a particular subject was because your teacher was clear in presenting concepts and made you really like the subject? Students on the other hand need to take personal responsibility to learn well. If we keep blaming teachers on their inability to teach, we have just committed ourselves to academic suicide. If we make another person responsible for teaching us, then we have not learn to be independent in our learning and will struggle very hard when most things in life are not taught in the classrooms but from life's lessons.
The magic question is "How do we stimulate interest?"
Let me approach this from a simplistic point of view- What makes something fun? If you can answer this, interest in a particular subject will naturally come. Let me give you an example, in the university, we were competing in a design competition where we had to design side car mirrors. At the end of the term, we had to present our ideas to a car making company and urge them to take it up. The Lecturer was good enough to allow us to come out with simply outrageous ways of designing the mirrors.
First, the groups studied the actual gears and motors needed to turn the mirrors. After that, we tried all different ways to do so, ranging from giving a mouse cheese to run on a treadill, using push buttons for controls, heating coils to move mirrors and so on. Even the presentation itself was funny, you could actually see people wearing similar wigs or people painted their faces to look like clowns. There was also a home video on guy who does does not seem to be distracted by beautiful woman walking past him but in the end he was so distracted by looking at the car mirror that he nearly got into an accident. Imagine all the presentation was done infront of company executives and we were actually assessed for our final marks!
The lesson from this is that the lecturer created an environment that really made us enjoy as well as learn about automotive parts. If we need to teach something, let us teach with creativity and excitement.
A teacher has not taught until a student has learnt
I've been reading alot of principles from the book "The 21 irrefutable laws of leadership" by John Maxwell. This was one of the topics that impressed me alot. Allow me to share some thoughts and quotes.
"Leaders understand that activity is not necessarily accomplishment"
This statement hit me like a hard brick. I always gave myself a pat on the back to encourage myself for doing many things at one time. This is made even worse by the fact that I'm a choleric. Howver, I do admit that the quote above bears merit. I can be doing so much, but does the things that I do really matter? Not everything that demands for my attention is important, even though they are urgent.
I believe that every task falls into 4 categories:
Urgent and important Urgent and unimportant Not Urgent and important Not Urgent and unimportant
The challenge for myself is whether I can differentiate them at all times. Everthing single thing should be viewed from the 4 categories and dealt with accordingly. Therefore, the appropiate amount of time should also be allocated according to its severity. A major question arises: Are we spending enough time on the things that really matter?
A fine example of an effective leader is displayed by Jack Welch, CEO of General Electric. When he assumed leadership in 1981, the company stock traded at $4/share & was worth $12 billion. It was a HUGE and diverse company that included 350 strategic businesses. Jack began a total revolution and changed the entire profile of the company. He simply asked whether their businesses and products could be No.1 or No.2? Of the 348 businesses or product lines that could not, he closed some and divested others. He used the money earned to reinvest in the ones that remained and further strengthened them with acquisitions. He focused on a few supporting operations and 14 world class businesses, all well positioned for the 90's, either being the 1st or 2nd in the world market in which it participates.
Since he took over, GE's stock experienced a 2:1 split 4 times. And it traded more than $80/share since the writing of the book. It also became one of the most valuable company in the world with a market capitalisation of more than $250 billion.
What made GE one of the best companies in the world? Jack knew that it was always important to align people to what really matters and the end of the day. Thus this brought tremendous success.
My question for you today is: What are we going to focus on the few things that will bring us the highest reward? If not, we might just be like a headless chicken, running around with no aim.
You know, I'm always disturbed the terms innovation and creativity. I somehow never knew what is the difference between both of them. Are they the same words; just used inter-changeably or totally different words? A quick search in www.dictonary.com revealed this:
Creativity: One who displays productive originality. Characterized by originality and expressiveness
Innovation: The act of introducing something new. Something newly introduced.
Despite of whatever school of thought you come from, allow me to speak from my understanding of it. Creativity is some original ideas that are derived from someone's thinking, but it may not neccessary translate into action. However, innovation demands not just the thinking, but physical action. Henceforth, a thought exclaimed by someone could be considered as creative, but to only put into action can one be considered innovative.
We usually think of creativity or innovation as a step by step procedure, one that needs to build upon the success of another idea. However, I believe that it can be rather explosive and huge when it comes around, eg. the invention of aeroplanes by Wright Brothers, the telephone by Alexander Graham Bell. These are revoluntionary ideas that took the world by storm. These are not small ideas that came out from others' minds but rather creative and innovative at the same time. My challenge to you is "Are you going to settle for small breakthroughs or HUGE ones?" Don't settle for the small stuff, but go for the BIG idea.
Its all the same effort, we just need to bring it to fruitation. Take action!
Chaotic Thoughts were derived from the numerous thoughts that keep reappearing in my mind. This blog is dedicated to 'verbalising' these thoughts. It will be concentrated on Creativity, Innovation, Marketing and Entrepreneurship; these topics are very dear to my heart.
