Gift syndrome plagues office

It is the last few working days before the holidays and you are tidying up loose ends when suddenly it happens — a co-worker gives you a gift. We’ve all been there — I call it the unexpected gift syndrome — you didn’t put this person on your list, or thought a card would suffice, or simply forgot this person existed. Gift-giving is meant to be a kind gesture and ideally one we do at our own discretion without any guilty ties. However, in a workplace things seem to be more about protocol and less about what we actually want.

“Many times there are two sets of gift-giving rules in a corporation: The official version and the unofficial version,”says Sharon Hanby-Robie, author of A Simple Christmas: A Faithfilled Guide To Meaningful And Stressfree Christmas.

“The best place to start your discovery process is with HR — they will give you the official version. Then scout out more answers from your peers. They are your best bet for finding out what those in the trenches really do.”

Buying a present for the boss is also a touchy situation, and can make you look like a brown-noser.

“Showing appreciation for your boss is good if it is sincere. Again, there may be an official policy in place that says, ‘no gifts.’ In that case, a handwritten note of appreciation and an offer to buy lunch might be most appreciated.”

Hanby-Robie also suggests keeping to a reasonable budget. Buying something pricey won’t win you any points.

“Most companies stay with $20 and under, which makes it hard to buy much of anything — and that is the idea,” she says. “You don’t really want to work for a company that expects you to buy extravagant gifts for those you work with.”

This season my co-workers and I have decided to do a Secret Santa with a limit of $5. With such a small budget it makes it much harder to find a present, but forces you to be creative.

“Do you homework,” suggests Hanby-Robie. “It’s OK to be exceptional at your job, but buying your way to appreciation is not the correct way to proceed.”

Stuck for ideas?

Sharon Hanby-Robie, author of A Simple Christmas: A Faith-filled Guide To Meaningful And Stressfree Christmas, offers a few suggestions for what to get a colleague:

Coffee package (i.e., mug, specialty coffee wrapped up with chocolate stirrers)

A gift certificate to a restaurant near your office

Apples covered in caramel and chocolate

A classic Christmas CD

A unique Christmas ornament

Work party is still work

Tis the season to bond with co-workers at office parties. However, many coworkers only know each other superficially. Quite a few don’t meet outside work. Therefore being forced into socializing during holiday office parties can be uncomfortable.

“Office parties are a type of public ritual designed to permit the organizational community to come together around a common purpose connected to the larger culture within which the organization is embedded,” explains Janie M. Harden Fritz, co-author of Problematic Relationships In The Workplace.

According to Fritz, the reason most of us don’t socialize all year round is because some companies believe it takes the focus and attention off work.

“Anything that jeopardizes productivity is not helpful,” she says.

So why have them? Office holiday parties benefit the company by valuing traditions held by the society or community which their employees may share, according to Fritz. Also most are after office hours. Office parties however are still office events. There are still rules of conduct that are not clearly stated. Generally one is expected to mingle and talk about life outside of work.

“Move the conversation in another direction if topics introduced make you uncomfortable, for example questions that are too personal or might be controversial; gossip; negative comments about the company; excessive work talk when spouses/partners are attending who do not know the ‘in-group language’ of the company,”says Fritz.

Keeping conversations light and asking about how your co-worker intends to spend their holiday may be a good ice breaker.

“Avoid persons with tales to tell about others,” suggests Fritz. “Politely excuse yourself and move in another direction.”

She also suggests avoiding the drunken colleague; “Take refuge with persons who are conducting themselves with public decorum.”

Office holiday parties can be an enjoyable event, but it is still a work event and while we can enjoy ourselves, we have to remember these are the people we will be working with everyday.

Being active can rid holiday blahs

It’s finally December. Trying to stay focused and productive as the holidays approach is very challenging. In fact, I bet you already know how many working days you have left until the holidays!

It also doesn’t help that food seems to surround us at work and the pressure to complete projects before the holidays only contributes to unhealthy choices. “You take care of yourself first and then you can take care of the demands that have been placed on you,” says Deborah Brown-Volkman, certified wellness coach and author of How To Feel Great At Work Every Day.

She says you will feel better at work if you focus on these simple tasks.

Make better food choices

When you are hungry resist the urge to grab something quick.

“Quick doesn’t always equal nutritious,”says Brown-Volkman. “Cookies, doughnuts, candy, and other tasty treats might feel good in the moment, but you will end up feeling worse later in the day.”

Pack a few veggies or unsalted nuts to curb your cravings.

Get Active

Slouching in your chair all day at work will inevitably give make your back and neck ache.

“Getting active doesn’t always mean having to go to the gym. You can take a walk at lunch. You can take the stairs instead of the elevator,” suggests Brown-Volkman. If you can’t take a walk at lunch, Brown-Volkman recommends stretching at your desk or hand delivering your inter-office mail.

“As long as you are moving, you will feel better. Your body will thank you.”

Relieve your stress level

Remember, stress hinders productivity.

“Stress is a killer of energy,” says Brown-Volkman. “When you are wound up, your body feels tighter. Your shoulders are up. Your body is stiff.” Don’t let it build. Brown-Volkman suggests taking 10 minutes to get up from your desk and walk around.

“Visit a co-worker. Take a break for lunch. Go outside and get some sun. Stress is a normal part of your workday, but it doesn’t have to get the best of you.”

Diversity is key to good workplace

Last week the Human Resources Professionals Association of Ontario (HRPAO) and G-FORCE, a Canadian human resources agency, released their Corporate Diversity Assessment report showing that although 70 per cent of companies have vision statements that outline diversity in the workplace, 74 per cent of companies failed to hire staff dedicated to diversity.

“With respect to becoming inclusive workplaces, we have made some progress but there is still some way to go,” says Claude Balthazard, Ph.D., director of HRExcellence at HRPAO. Robert Paul, chief strategy officer of G-FORCE, says while diversity is becoming better understood, companies are not devoting any resources or energy to implementing longterm objectives.

Diversity is essential for any company that wants to get ahead, says Paul. Research shows cultural diversity can provide better solutions for complex tasks. When a group of individuals from many backgrounds are put together to solve a new problem, the range of solutions proposed can be as varied as the group. However, hiring a diverse staff isn’t enough. Paul suggests companies be open to re-thinking internal environments so if they hire someone, the environment is conducive to retention.

“It is not too helpful to hire someone, promise them the world, invest in training only to lose the individual because they did not feel comfortable due to their background, their religion, their age, or their sexual orientation. Not changing the internal environment defeats the process of reaching out.”

Why should we be concerned with diversifying corporate Canada? Because by 2011, projections shows 950,000 jobs won’t have employees, says Paul. Competent employees will see rising wages from increased competition for their services. Companies will need to look at ways to retain employees beyond money, which does not buy loyalty.

“Companies that think outside the box to change their internal environments will retain more employees and be able to better attract job-seekers. By marketing themselves to new groups that were not previously targeted, companies can identify new pools of talent,” says Paul. “Companies will have to educate themselves on what foreign credentials actually mean as opposed to presuming they are inferior to local schools. Quite often, the reverse is true.”

Outgrowing your job should spark action

Much like an old beloved pair of shorts, sometimes we outgrow things — even our jobs. Up until recently I was stuck in this rut, working here in London, England. Although I have been working at temporary jobs through an agency, I found myself bored by 11 a.m. Sure, the jobs I held were stressful — I have worked as a legal secretary for four lawyers as well as a PA for a directorate. However, none of these positions interested me enough. After about four weeks, I would feel my brain turning into mush. So, how do you know if you’re at the point where you have outgrown your job?

“Time is precious in this fast-paced world, so take a minute to reflect on how you’ve spent your day at work recently,” suggests Jan Slater, career coach and co-author of Unlocking Your Career Potential.

“If you have transferred your energy on to topics unrelated to work, then you are either super efficient or bored.”

Slater says your job should be one or more of the following: financially rewarding, exciting and challenging, fulfilling, and a place to receive good training.

“You need to be happy and fulfilled at work or this will eventually impact on relationships and family,” Slater adds.

If you’ve outgrown your position, what now? There are many options available to you if you know what you’re looking for. Ask yourself what do you want to do? What job would satisfy you for the next five years? If you like the company you are working for, suggest moving to another department that interests you more. Talking to your superiors about more challenging positions shows you’re mature and motivated. Boredom tends to make one’s quality of work slip.

Perhaps it’s worth taking a course to refine your skills and apply for related positions. Whatever you choose to do, look for the opportunities that surround you. Today, I am working on projects that interest me and I enjoy. Work doesn’t always have to make you miserable on principle.

Resisting the urge to spend

With the winter chill in the air it’s hard to ignore the fact that the holidays are fast approaching. Along with the expected yuletide feasts and warm toasty fires is the much dreaded hit to one’s bank account.

“The temptation to live and spend beyond one’s means can be great,” says Howard Kabot, CFP national director of financial planning for Scotiabank. “The young professional or graduate needs a good understanding of their weekly, monthly and annual takehome pay. Everyone should have a lifestyle budget with built-in savings.”

Developing good budgeting habits is still fairly new for many young professionals. Learning to watch one’s income carefully and planning accordingly before it’s all blown away on a few nights on the town is important, which puts newbie money makers at particular risk during the holiday season since we’re not accustomed to our cash flow just yet.

“Be realistic about what you can afford to spend,” suggests Kabot. “The most important thing to do is set a budget and then stick to it.”

Richard Wright, senior advisor and president of Alberta Wealth Management Inc., calls himself a realist.

“The truth is, I’m a realist and know by the time life and disability or even critical illness insurance is paid plus their RRSP’s, nonregistered investments and other tax deferred investments, there just isn’t a lot of extra money at end. I also dislike like bad debt — mortgage, credit cards, students loans and so on. Good debt, if there is such a thing, is tax  deductible. So, in addition to saving I recommend paying off debt,” he says. “Most individuals set up a budget to get out of debt or save money. It is a financial tool.”

In terms of gift giving, Kabot suggests making a list of those who you would like to gift to and assign a dollar figure. Compare the total spent to your budget number. If you’ve gone over, go through your list once again to figure out what changes need to be made. Also, don’t forget to budget for entertainment. This type of spending usually increases at holiday time.

Don’t forget that tricky credit card. Make sure you can pay the bill when it arrives in January.

“Use the credit card for convenience, not in place of money that you really don’t have,” says Kabot. “Carrying credit card debt for more than two months is really an expensive and costly personal financial planning mistake.”

Once your budget and gift list is made start keeping an eye on the stores for the gifts on your list. You have time on your side so don’t be in a hurry to make an immediate purchase suggests Kabot.

“Look for sales. They are to be had, even this time of year.”

Finally make a budget for your holiday spending but make sure to track how you spend for day-to-day living as well.

“Don’t feel obligated to spend lavishly on friends and family,” says Kabot. “These people in particular understand that young professionals or graduates are just starting their careers and as such, have limited incomes.”

Budgeting:

Scotiabank shares a few tips on how to create a budget you can stick to:

• Use your pay stub to figure out your monthly take-home pay.
• Itemize your fixed monthly expenses, such as rent, cable bill, phone bill, food, etc. Sub total this amount.
• Deduct some amount for monthly savings.
• The remainder is what can be spent on discretionary spending, such as clothes, entertainment, vacations, etc.
• You don’t have to spend it just because you have it. Saving is very important.

Getting business savvy

Now more than ever, your country needs you! Or at least your willingness to start your own business. There is  expected to be an economic gap that needs to be filled when baby boomers retire from their small business’, suggests a recent survey commissioned by The Canadian Youth Business Foundation (CYBF), a national charity that provides youth, age 18 to 34, with startup financing and business resources.

“We’ve got a bit of a crisis on our hands,” says Shelley Marinigh, director of Ontario & National Credit Adjudication for CYBF. “There’s a critical gap in Canada’s economy which affects every province. The large baby boomer generation is beginning to retire and capable replacements are urgently needed.”

National studies show up to 70 per cent of small business owners will retire over the next decade, creating a critical gap in our service and product offerings and indeed our economy.

Razor Suleman, founder of I Love Rewards and winner of this year’s Business Development Bank of Canada’s (BDC) Young Entrepreneur Award for Ontario, knows how rewarding starting your own business can be. He started his first business at 15, selling sports cards. At 20, out of his dorm room, he started his own University Wear clothing line called Razor’s Edge.

At 28 he started I Love Rewards Inc., which helps companies motivate employees and increase sales. Details of his entrepreneurial journey can be found at blog.iloverewards.com.

“One consistent aspect of my journey is that I have always started businesses that I am passionate about. It’s never been about the money. I truly believe that if you love what you do, the money will come,” says Suleman, now 33.

Every October during Small Business Week, the BDC hosts the Young Entrepreneur Awards, a national awards program held annually to highlight Canada’s best and brightest young entrepreneurs and to recognize their innovative spirit and business acumen.

“I’m learning more today than ever before,” he says “You never stop learning and growing. I’m always reading, learning from my peers in the Entrepreneur’s Organization and from my employees. If you hire smart people not only will they deliver superior performance, but they will teach you along the way.”

So what does it take to be a successful entrepreneur?

“Have a vision, surround yourself with great people and create a company culture you are proud of,” suggests Suleman, “Then hold on tight, it’s going to be a fun a ride.”

Getting started

The Canadian Youth Business Foundation is committed to helping youth start their own business. Interested in pursuing your own entrepreneurial start? Here’s how the CYBF can help.

Step 1. Contact your local community partner and get the access code for an online application.

Step 2. Register online (www.cybf.ca) to get CYBF username and password: Print out three reference forms.

Step 3. If eligible, application is reviewed by local loan review committee and face-to-face interview is conducted.

Step 4. If approved, a local mentor is assigned based on skill set and business needs.

Step 5. Sign in with assigned mentor to complete Ment2BT orientation program.

Step 6. Upon completion of orientation, funds are advanced to entrepreneur via electronic funds transfer.

Step 7. Monthly loan payments are made to CYBF and quarterly progress reports are submitted.

Program encourages political minds

You have just graduated with a degree in political science or you’re interested in government and policy, but let’s face it, you’re probably not going to be the next Stephen Harper. However, those with an interest in politics may want to apply for a 10-month paid internship program offered by the Ontario Legislature.

“The program was developed to provide staff in the legislative offices of backbench members of the Provincial Parliament and provide young graduates with a working knowledge of politics and the system by which we are governed,”says program director Dr. Henry Jacek.

The Canadian Political Science Association is supported by a substantial grant from the Legislative Assembly. The program is not associated with the Government of Ontario nor with any political party. Interns can learn everything from the workings of the Legislative Assembly to the activities and duties of a Member of the Legislative Assembly  and also meet important governmental, business, union and professional leaders in Ontario says Jacek.

The internship runs from September to June and interns are paid a stipend, which is based on academics — much like a scholarship — of $19,000 plus an extra $1,000 on completion of a satisfactory academic paper.

Katie Robb is a selected intern for this year. After completing her undergraduate political science degree at the University of British Columbia, Robb moved to Ontario to pursue her masters in political science concentrating on public policy and Canadian politics at McMaster University.

Robb likes the fact the program is non-partisan. “We get to experience life on both government and opposition sides of the Legislature. It’s extremely rare to be able to participate politically in the Legislature neutrally,” she says.

Laura Dougan completed the program in 2002 after hearing about it from a friend. She has a political science degree from McGill University. Dougan says she enjoyed the travel benefits the most. “In ten months, we traveled to Ottawa, Quebec City, Victoria, Sacramento, California, and London, England. During each trip, we held round-table discussions with dozens of politicians and officials from each legislature.”

So do you have what it takes? A degree from a Canadian university is required, and an interest in Canadian, specifically Ontario politics. For more information visit www.olip.ontla.on.ca.

New language ups job chances

Perhaps it’s been a few months and you’re in a job hunt rut or you have found yourself in a jobless gap. This may be a good time to add to your skills. One way to do this is to learn a language. Whether for interest or to help your job chances, picking up another language can be a great way to enhance your marketability.

In Canada, although we are encouraged to speak French and English, many of us struggle to do so. Phil Sommers,  from Kingston, Ont., has now retired from the Canadian Forces and is studying Dutch, French and German. He says the Canadian Forces and government strongly encourage members to be able to work and communicate in both French and English. Many postings are in bilingual environments, with meetings held in both languages, especially in National Defence Headquarters.

Unfortunately, although many members are officially “functionally bilingual,” their actual ability is limited and often not used. Since native English speakers have the most difficulty, often meetings and other operations are held in English.

“Being able to order in a restaurant in another language is different than being able to hold a conversation and work in that language,” says Robyn Matthew, author of Language Logic: Practical And Effective Techniques To Learn Any Foreign Language.

“Adults have a greater distance to travel in learning another language. They look like adults, act like adults, so people want to speak to them like adults… even though their language skills may only be at the level of a Grade 1.”

In her book, Matthew states new languages can be learned in adulthood and in a global economy the need to learn  other languages will only intensify.

“Contrary to popular belief, adults can actually learn foreign languages more quickly than children. Many just don’t know how to do it,” she says.

As an adult language learner himself, Sommers says apprehension, lack of confidence and fear of sounding stupid are the usual roadblocks.

“I am convinced that, in equal opportunities, adults could learn a new language faster and better. However, children have several advantages, the main two being immersion and the relative lack of inhibition,” he says. So, how do you begin?

Sommers used the Internet to find language partners with similar capabilites and communicated through e-mail and Skype, which reduced his fear of sounding stupid and improved his progress.

“There is no substitute for quality courses and dictionaries,” he recommends. He also suggests immersion. “Immersion is certainly an excellent way to learn a foreign language — there is no denying that — but it does not guarantee success. It is what you do with that opportunity that makes the difference in whether you succeed or not.”

Bit of recognition goes long way

When was the last time you received a heartfelt “Thank you” from your boss?

We have all worked at jobs where we didn’t feel appreciated, but when starting your career, finding a company that invests in their employees through rewards and incentives can be the motivation you need to take the job, or stay with the company.

“A happy worker is a better worker! Studies show that companies that use rewards and recognition programs have a much higher productivity rate and more satisfied employees than those who don’t,” says Razor Suleman, CEO of Toronto-based I Love Rewards incentives marketing company, which was named one of Canada’s Top 100 Employers and one of Canada’s Fastest Growing Companies by Maclean’s magazine. According to marketing manager, Robert Catalano, this philosophy is really defining the ‘places to work’ from the regular companies.

“The A-players in an organization can work anywhere,” he says. “If my employer isn’t motivating me, recognizing  accomplishments or setting goals with incentives I’ll find an employer that will … and if I’m an A-player, other  companies will come find me.”

Also looking for a company that incorporates an element of socializing is beneficial says Catalano.

“When I think of  coworkers, I think of a team,” he says. “Some specific benefits I have experienced is the fact that socializing brings people closer together and people become comfortable sharing their opinions resulting in better decisions.”

Suleman adds incentive programs show a great ROI (return on investment).

“Incentives that reward employees for great performance increase the likelihood of these great results continuing,” he says. Catalano knows first hand how important these incentive programs can be. After working at a company that did  not believe in recognizing hard work, he changed organizations because he felt nothing was being invested (time or money) in employees and the ultimate end-product as an organization.

“High turnover and poor retention probably cost the organization more in recruiting and new training,” he says.

When researching companies you would like to work for, find out how well they treat their employees. A company or position that has a high turnover rate should sound alarm bells.