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Doing the S.M.A.R.T Thing

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You have a goal, a dream. Or maybe you are looking for a way to be more productive in your professional life.

Where to start? How do you plan?

There definitely needs to be some planning. More specifically, some smart planning.

What we mean is there needs to be some S.M.A.R.T planning:

  • S: Specific
  • M: Measurable
  • A: Achievable
  • R: Relevant
  • T: Time-bound

The term’s first used can be traced to 1981 by George T. Doran in an issue of Management Review.

Using the S.M.A.R.T criteria to set goals and plan execution of projects and assignments is a good idea to ensure you take the steps towards success and not away from it. We can consider it the literal s.m.a.r.t way of working, ensuring the decisions you make are actually doable.

Moreover, the method can also be used in day to day life!

Let us get into the details!

 

Specific:

The first step is that of being specific with what you want. You have to target a specific area for improvement.

It is easy to say “I want to excel in my field”. Who doesn’t?

It is almost obvious that everyone “wants to be successful”. One needs to be specific. You must know the direction you want to go in order to take the steps towards it.

The “Specific” criteria of goal setting/task management is all about:

  • What: This you would have no problem figuring out if there’s an assignment at hand, and that is what you want to finish successfully. You need to consider this if you are thinking in terms of life goals.
  • Which: Which area do you want to improve/work on?
  • Whom: Does the plan/goal/assignment need a team, or a delegation of tasks? Or you and only you are capable of executing it?

One might also think of where, and when. We will get to the latter soon.

 

Measurable:

Setting a goal, taking a step that’s measurable is important. A quantifiable goal will ensure you know where you stand.

For example, instead of saying “I want to make a lot of sales”, you can set a goal like “I want to make x number of sales by so and so date”. This is even helpful in completing other tasks. For example, you can say “I must talk to x number of clients by today afternoon” instead of saying something inherently generic like “I need to quit procrastinating.”

 

Achievable:

It is important to be realistic. Use your self-awareness here: know your strengths and weaknesses. Set out about a task which you know is achievable.

Don’t set an unrealistic benchmark of measurability. Saying “I will get 20 clients by today evening” when you know even managing to get 2 is a big thing works the same way as “I want to be super successful” does.

 

Relevant:

Setting a relevant goal is a big step towards achieving it; an irrelevant goal/objective will literally get you nowhere.

Let us use an example here. Imagine you have been recruited in a different country. Without researching, you decide to learn French, but the language is not spoken in that country. Sure, learning a language is a great thing but at this point, it will be irrelevant, and almost useless.

Instead, if you make it your goal to learn one of the major languages of that country, it will be a big step into getting acquainted with the new culture and customs, and by extension, the work culture too.

Research, looking into the demands of the industry you are working in, talking to peers/colleagues etc., are some ways to check relevancy.

 

Time-bound:

We will continue with the example we used in the point about the goal being measurable.

The statement “I must talk to x number of clients by today afternoon” not only gives you a measurable target but also a fixed time.

Fixing a realistic deadline for reaching a target/goal/objective ensures you are up and running, and not procrastinating.

You can also divide the time aspect into various “checkpoints” if it’s a long process. For example, if you aim to establish a start-up , you may set up time-checkpoints like: finalising the idea by the end of the month, getting investors by the next two-three months, launching the website within the next four months, etc.

But make sure you bind your goal by time only so that you can work towards it effectively; the deadline shouldn’t be something that hangs on your head like a sword, not letting you think.

Come to think of it, the final remark applies to the entire of S.M.A.R.T criteria: the planning should be advanced enough to help your process give structure, and flexible enough to make changes according to the demands of the situation.

So go ahead, and get things done in a S.M.A.R.T manner!

The Power of a Thank You Email

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We have talked about interviews and what to do after them in one of our previous posts. We mentioned about a thank you mail. Let us talk about it more.

Why do you need to send a thank you mail after you have been to an interview?

Actually, you should send a thank you mail even after a business meeting. It doesn’t have to be limited to interviews.

So, let us dwell on this for some time.

 

Firstly, why say thank you?

Well, a very basic answer is that a follow up mail, thanking the person for their time is common courtesy. But to look at it in more detail, a thank you mail would be appreciated because:

  • It shows you are really interested in the job. Many times, companies are faced with candidates who do show up for interviews, and they get selected, but when the time comes to join, they back out at the last moment. Or even if they do join, they leave really soon. Or worse, they ghost the company altogether. Sending in a mail simply thanking the interviewers for their time can help you come across as a genuine candidate.
  • If your interview hasn’t gone too well, a ‘thank you’ mail can help you stand out otherwise. It also shows you are well-organised, well-mannered and resourceful. Why resourceful? Sometimes, you may have to track down the specific email address you are supposed to send the mail to. Again, all this shows you are actually keen on the job but more importantly, that you are a human being who understands the importance of other people’s time.

 

Now, does it have to be an email only?

The answer to this depends on the kind of industry, and the kind of company. Start-ups, tech companies would appreciate a precise, short email. Sending them a page full of handwritten note of thank you wouldn’t go well.

The older, traditional companies may appreciate a handwritten mail. But even then, sending in an email would ensure it reaches exactly when and where you want it to reach. A traditional post is subject to unexpected delays.

Whatever the medium, make sure the note is precise, clear and short. You don’t have to write an essay.

So, let us dwell just a little bit more and look at the technicalities.

 

What does a thank you mail typically include? What are the thing you should be careful about?

It typically has to have the following points covered:

  • Thank them for their time and show appreciation for it.
  • A detail you discussed during the interview, so they know it’s customised. The last thing we want is a copy-pasted mail.
  • Express interest in the position and tell them you are eager to learn what happens next.

You may add that they can contact you if they want any clarification about anything.  You can also add a line or two telling you are confident that you will perform the role well.

Make sure there is a balance. You don’t want to sound too casual nor too stiff.

Look who you are talking to, as in, take the industry, company and the personnel into consideration and then draft a mail accordingly.

And don’t forget to proofread! Make sure you are addressing it to the right person, and that you are using the right greeting.

Lastly, since there is an email involved, there is going to be a subject line involved as well. Here are some options you can write in the subject line:

  • ‘Thank you for your time’
  • ‘Following up’
  • ‘Great speaking with you’

Again, don’t just copy paste it. Think about the context and then decide what to write.

When do you send it? Typically, the thank you mail should reach the person on the next business day.

 

All said and done, it is true that sometimes it’s the companies which ghost candidates. Sometimes, colleagues and associates may not reply too well. But remember, companies are under no obligation to hire just because you sent a thank you mail.

But then, no one would be able to say that you didn’t do you best; you fulfilled your part of the responsibility by thanking someone for their time and consideration. So, the next time you go for an interview or a business meeting, show them the person you are and say ‘thank you’!

The Wait After An Interview

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You have been waiting for that call since ages now. You wonder what is taking them so long. However, don’t panic, there could be numerous reasons you haven’t yet received a response from the interview(ers):

 

  • The Interviews are Still Going On:

Your interview is over, but that doesn’t mean the process is done. The company still has to take into consideration all the applicants, and hence the there still might be interviews going on.

  • There are Other Events Going On:

Sometimes, companies see a spike in other activities. Founding anniversaries, conferences, seminars, training, there are tons of examples where the personnel might have got occupied. The hiring process may have encountered such halts. A good idea is to check the company’s LinkedIn/ Facebook page to check if there has been an event or is one on the cards.

  • Your Skill set is Not What They Are Looking For:

Sometimes your profile just doesn’t match what the company is looking for. Unfortunately, many companies don’t let the ones who didn’t match the profile (and hence didn’t get the job) know that. A lack of response becomes the response itself.

  • You Are Over-Qualified:

But hold on!

It could be that they didn’t contact because your profile doesn’t match. Not because you are not good enough. On the flipside, you actually might be over-qualified!

Sometimes, companies might be waiting for someone else’s answer, and if they back out, they might contact the other candidates who interviewed. So, don’t lose hope entirely!

  • The Decision-Making is Going On:

Often, the interview may have been conducted by one person or at most a panel of a few people, and the interaction with them may have gone really well. But, it could be that the final decision is to be arrived at only after discussions within the company’s organisational structures. This can be time consuming, owing to diverse reasons, right from sorting out opinions to scheduling to administrative smoothening out. Have patience!

Now, let us jump into what to do in that “meanwhile” phase. For the sake of clarity, we are going to talk about what to do, and what not to do.

 

What to do after you have given the interview?

  • Keep Looking, Keep Moving:

You might get the call soon, but there’s no harm in keeping the search on. Keep moving on with your life and routine. Continue looking for a job, and accept interview calls for other jobs too.

  • Don’t Take It Personally:

If there has been a couple of days and there’s still no call, you have to keep in mind: it’s nothing personal. The employers don’t have anything against you.

  • Reach Out and Follow Up:

This includes reaching out to a recruiter, if you took their help. You can ask them what the status is. Chances are, even the recruiter is waiting for an update.

You can reach to the interviewers too by sending a letter/mail thanking them for interviewing you and letting them know your interest in the position continues. The ‘thank you’ email should be considered common courtesy.

Do this tactfully. Reaching out and following up once is enough.

Follow up only when the date you had been given to a expect a response has passed.

 

Now, what not to do after an interview?

We will keep this short.

  • Do not get obsessed with finding out what happened/will happen.
  • Do not follow up and reach out to the employers and/or recruiters multiple times a day.
  • Do not demand. Do not go to the office and demand you want to meet the hiring manager there and then and want to know what’s going on.
  • Do not go off the grid. Moving on with your life is fine, but that doesn’t mean you go off to a vacation with all your communication devices turned off. That will amount to ghosting, from your side.
  • Do not bluff. Do not call them up and say you have another job offer waiting when you haven’t, just because you want them to speed up their response time.

 

Do’s and don’ts aside, a lot many times, the reason is simply the following-

Maybe, it Hasn’t Been that Long:

You feel like you have been waiting for their response since ages, but actually, believe it or not, perhaps it is hasn’t been that long. Waiting, and especially when the interview went well and you are so close to getting a job, could feel like an eternity. Maybe, just maybe, in fact, it has not been an eternity.

GO VOTE!

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Today, we are not going to tell you anything about interviews, meetings, recruitment, or anything about the world of work.

Today, we are just urging you to make full use of your right and GO VOTE!

We did.

-Team UHR

Prioritizing: The Pareto Way!

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You have a pile of tasks waiting to be handled.

Your to-do list has extended to pages.

The list of things to be accomplished feels endless. And you don’t know where to begin.

Above everything, it feels daunting!

In such situations, the Pareto Principle can help one out.

 

First Things First, What is the Pareto Principle?

An Italian economist and philosopher named Vilfredo Federic Damaso Pareto came up with the concept back in 1895. Nature has a way of giving humans ideas.

An apple led to a major scientific breakthrough for Sir Isaac Newton. Similarly, observing growth patterns of pea-plants led to a sociological, economical breakthrough for Mr. Pareto.

He noticed that only 20% of the pea plants in his garden accounted to 80% of the healthy pea pods produced.

He undertook some research and found out that only 20% of the population of Italy owned 80% of the entire land of the country.

He looked up industrial trends back then and found out around 80% of production came from only about 20% of industries. The Pareto Principle thus was born:

80% of the results will come from only about 20% of action.

 

Are the Numbers confusing?

Let us take some more modern examples, without the numbers.

Most of the times (80%) we dine in at the same set of favourite restaurants (20%) from all the options available. And most of the times we order more or less the same set of delicacies from the vast menu.

Most of the times, we wear only few sets of clothes from all the outfits we own.

Most of the times, we spend time at only the same few corners of house, no matter how big the place is.

Some of us have installed a lot of apps on our phones, but we generally use only the select ones.

There are a lot of options available. But we make a choice. We prioritize.

How does this apply to time management and to-do lists and projects/assignments , you ask.

Read on.

Just as there is a selection and prioritizing of the above mentioned simple day-to-day aspects of life, we can use that strategy in managing our tasks too.

And let us be honest, it is not always about favourites. We choose the food we eat, the clothes we wear, the apps we use according to the context and what the situation demands.

20% of your activities will amount to 80% of your results. 20% of your clients/customers will amount to 80% of your successes.

20% of what you do will add value to 80% of what you do.

 

One very important point to be noted comes up here:

You only need to devote 20% of your time and action to get done with 80% of your work. You actually don’t need to work day and night to get things done.

 

What can you do about your working habits while keeping the Pareto Principle in mind? How do you pinpoint that golden 20%?

The Importance Rating:

Don’t make a to-do list randomly. Prioritise the tasks in it.

  • Which tasks need urgent attention?
  • Which tasks can wait, and for how long?
  • Which tasks need further thinking?

The key does not lie in over-working to the point of exhaustion. It actually lies in working smart. It involves choosing what is the most important thing that should be finished first. And then the second, third, fourth and so on.

 

The Individual Consideration:

As you prioritize and select tasks also consider the following:

  • Are you capable of finishing the task alone or do you need a hand?
  • Are you and only you capable of finishing the task?
  • Can you delegate it?

It involves making a choice about which tasks you and only you should finish, and which tasks should be delegated or which tasks should involve a team.

So the next time you feel overwhelmed by a pile of work to be done, take a pause and think about the Pareto Principle. What is that 20% of the task that needs to be done first, so that it finishes 80% of the work? It is true hard work never killed anyone but it is smart work that gave people a much needed work-life balance!