I just read something interesting about policies in organizations in the book “Rework” by Jason Fried. He suggests that the urge to create a policy because someone did something wrong or when something goes wrong, it amounts to scarring the organization. “Someone slept on the couch till 5 mins after lunch!”, New Policy- “Every time you want to use a couch, you need to have an alarm beside you to wake you up.” How ridiculous is that?

It does suck, especially when it’s not your fault
Why is there a need to have a collective punishment for all just because of an individual’s misdeed? You could give a stern warning at first or tell the person not to do it again. If he/she persists, then it’s the problem with him or her. Nothing really to do with the whole team. It is not only unfair to punish the whole team but it creates the much hated culture of bureaucracy, one policy at a time. Tragic.

When to have policies then?
The above is how policies can ruin or degenerate a good culture. However, I do agree that policies are important for certain situations though. If the problem is collective and keeps coming up over and over again. If something keeps going wrong, it might be the system or the lack of checks put in place which affects everyone, not only a certain individual. You will see this when something goes wrong very often or people get recalcitrant. Thus, it becomes a collective problem and maybe a policy to correct or put certain regulation in place for people to follow and solve the problem.

Find the policy/welfare sweet spot.
There is big talk about welfare too. Policies and welfare don’t exactly go hand in hand but I think by considering welfare of the people before implementing a policy, it will make a policy seem less invasive and more respectable. Welfare usually means that there is a chance to bend the rules a little to give people some breathing space to take a step back and enjoy certain privileges. Policies tend to crush welfare, strangle it by the neck and control it, leading to mistrust and negativity. What can be done is to complement the policies and welfare. There can be some give and take when it comes to being stringent or flexible. Make some policies stretchable or less stringent while making welfare more accessible while still observing some rules in the policies made.

Yes, there might be scarring in an organization’s culture through the wrong implementation of policies. I believe that finding the balance between welfare and policies might just do the trick of creating a better and more versatile culture. This can allow the people to express themselves better, fear less and do more, feeling less forced and more motivated.

Love,?Kelvin Kaizen Koh

Policies- A form of Organizational Culture Scarring? is a post from: Kaizenkoh's Life's Journey and Lessons

Some people call me positive, I call myself a possiblist. Whenever someone says “cannot!”, I say “try first!” However, I realized that when it comes to my father, I start to negate the negative and think less of the possibilities and what can be done to move forward. In other words, I start using negative language and sound negative. I think this behaviour is a cause of being emotional.

When my dad does something “outrageous” or out of line which is very usual, I will roll my eyes and say he will make a fool out of himself. For example, parking in some illegal parking lot. Though he got away thousands of times he still got fined many times. After each fine he will go and appeal with some reasons which he deemed valid and got the fine voided. However, most of the time, I said he will not be able to do so because they already had a record of him being a multiple offender and will reject his appeal. Guess what? I was wrong each time I said that. He manage to appeal and get the fine voided. -.-

Instead of negating the negative. Which means, trying to say “it’s not possible to get out!” because you are already in deep trouble or saying “you should not have done it in the first place!”, I’ve learnt that we ought to look forward. Look at what’s possible. Do this by changing a few things.

Changing my thinking
I have to see things as they are, especially problems. What state are we in now? What’s the situation? Is it really that bad?, maybe not.

Think about “what can be done for the future?” How do we prevent the problem from happening again? More importantly, think that it is possible to get out of the deep end onto dry land.

Instead of being too emotional about the situation and retorting back negatively straight away, take a step back and mentally assess the situation, then think forward.

Change my language
We react emotionally sometimes and what comes out of our mouth does not reflect well about what we want to mean to change. We have to be aware of the language and the words used.

The point is, keep quiet first, think about what can be done, then think about how you are going to express it. Are you going to be harsh and nag or serious, firm and assertive? Nagging, usually expressed in past tense, and focusing on what has been done does not help put the other party into the “what can be done next” state but hinder him from doing that. We will need to use future tenses and focus on what can be done while expressing it in a serious and firm tone.

Instead of saying “why did you do it so badly! You should have done better after practise!”, say “You might have been careless, but I am sure with more practise, you will be able to do well again next time”. The meanings are almost similar but expressed very differently.

My dad has the wonderful ability to say “let’s try first!”, ignoring external critics. He is able to “play with the possible”. He looks forward and has the confidence to try things out first before thinking or saying that it cannot be done. By trying to negate his negatives, I learnt that it’s much better thinking and changing the way we speak to others about how to think forward and solve problems. Try it and may you be amazed that you will end up getting more done well and becoming happier.

Love,
Kelvin Kaizen Koh

Don’t Negate the Negative, Just Play with the Possible is a post from: Kaizenkoh's Life's Journey and Lessons

I like to give. Giving make me happy. Without giving, I will be reluctant to take. I realized that taking is as important as giving though. It is alright to take after you give and I’ve learnt this as a good value to take note of based on a few reasons.

It is polite and courteous to take after giving
After you give something e.g. a favour or a token of appreciation, it does not mean that the other person owes you anything. It just means that he is given a reason to give back and for you to take. If he does so with his heart, he is acting out of his kindness and is trying to be fair to repay the favour in some way. By receiving something from him in the future e.g. a gift for the favour done, you are expressing a form of gratitude. This extends your consideration or courtesy of taking his gift as a value of his gratitude which will make him feel like he has repaid the favour in some kind.

Accept, not reject “taking” back.
Building upon from the above reason, you might even consider rejecting the person’s gift which you ought to take. I do this quite often because I feel that the person does not owe me anything nor do I have the need for the gift or return of favour. However, just by rejecting the “return of favour”, more often than not, you’ve made the person feel bad. He feels bad because he wants you to accept it wholeheartedly but you did not allow it and pushed it back to him. He feels rejected and maybe even dejected. He subconscious might question himself “is my gift not good enough for you?” and other drifting negative thoughts which might not be true. This makes you look bad in the end, though you have your good reasons not to accept the gift. Point it, don’t think so much, when something is returned in favour, accept it, it will make the giving party feel good.

Reason for you to do more good
By accepting and taking back after giving, you now have a reason to do more good for the person. You will be compelled to be kinder and considerate to the other person’s needs. This builds on the relationship or friendship and the principle to reciprocate. You will be seen as someone who is willing to help whenever they need help. They will be willing to give back to you as long as you accept it gladly, while you will be willing to help them because they gave back. It’s the cycle of give and take.

Of course with the above being said, we cannot hide from the fact that people take our “givings” and favours for granted sometimes and never give back. Those are the people who take without giving and we would naturally stay away from them. For those who do give back, however, there are good reasons like the above to accept what they’ve returned, be it in kind or physical gifts. Give as much as you can, but remember to take back too =).

Love,
Kelvin Kaizen Koh

To Give and Take is a post from: Kaizenkoh's Life's Journey and Lessons

Ignore the title. This is a huge disclaimer that is the irony. In actual fact, I don’t recommend multitasking, especially with work. However, based on certain circumstances, you will need to multitask and complete the tasks as well as you would if you are focused only on one task. I had this wonderful experience in such a long time today at Telok Blangah Toastmaster’s Club SpeechCraft Session #3.

Due to certain changes in the program and waiting time for replies, I was challenged to look for more evaluators for the speakers within the Holiday Month (Xmas and New Year) whereby most people are busy. I tried my best but still could not find enough to replace myself. So I ended up taking up the role. I also took on an Advanced Project from the Storytelling manual. All these were on top of organizing the meeting and coordinating it, being the host then. I ended up doing 4 things for and in the meeting, Coordinator, Host/Introducer, Speaker and Evaluator.

I eventually managed to handle all the roles pretty well, albeit some hiccups here and there. The main reason was because they were all not all to be done at one go. Technically speaking, it isn’t the typical multitasking at a certain moment but rather multitasking for the different periods in the same session of “work”.

Even if it’s so, by multitasking in this manner, I learnt that I am able to do it despite it being seemingly overwhelming. This gives me the confidence to take on projects or tasks in the similar situation and execute. I have identified a few areas that one will experience, learn and accomplish by plucking up the courage to multitask in such a manner.

Be clear of the action steps
I mentioned that I was the coordinator of SpeechCraft. This meant I had control over the planning of the meeting and was the leader during the session itself. This given role meant that I had to learn to be clear about what I am doing and how it can affect the whole session’s procedure.
Planning and coordinating meetings is a dynamic process and not absolutely step by step. The level of awareness has to be very high. Having to be aware of the people, what want to do and whether they will end up not doing or pull out are concerns of a planner like myself. I will then need to take the action steps to rectify the problems of “pulling out” if it does happen by either getting replacements or dropping a slot (like speaking).

During the sessions, I will need to organize the materials to be used at each point of the different roles I will be playing. For example, at the start of the meeting, I have an introduction sheet to the meeting program and the various things I need to speak on (agenda for the day, revision etc.). Then, it moves on to introducing the next segment and so on. While doing evaluation, I will need my rough paper, template and the Speaker’s manual. As you can see, in reality, things can get messy logistically.

You can tell from the above examples that I was indeed clear about what I needed to do and the appropriate action steps to take. I managed to plan the session well and dealt with the last minute changes. During the session, I was clear about the materials I needed to prepare and action to take at each segment of the session. However, this leads me to the next point to…

Stay calm and focused
The hiccups I mentioned was not because I was nervous but rather feeling a little overwhelmed at times. A gush of adrenaline and stress hormones seemed to be made active. My brain went from no stress to distress and I became careless and unfocused. The action steps taken were sometimes messy and all over the place, whilst I involuntarily missed out or forgot some points to note.

Staying calm and focused while facing change and transition is indeed difficult and easier said than done. There are ways to do so though.

One of which I found to be useful is to be prepared and confident about following through. By going through mentally on the spot what has to be done next allows your conscious and subconscious mind to be prepared to take the next action in a confident manner. Think about “What’s the next best step?” will trigger the answers or at least more relevant questions to be addressed concerning the situation. When I thought of the “next best step”, quickly assessing it’s consequence (usually good) and doing it, you tend to feel more focused and calm, in turn becoming more efficient and effective in execution of the tasks.

Know that there’s always support groups

Although I would love to clone myself sometimes, that’s not entirely possible. What I am grateful for however, is the support that I know I have and can get. In Toastmasters, my support groups are my Exco members and dedicated Toastmasters from other clubs.

While I’ve feared about not being able to handle things, I know that there is always a group of people supporting me. This is definitely reassuring for someone who’s planning because organizing the sessions can be (although it’s better not) a one-man show, but running them is a team game. Luckily, I have both groups supporting me for both organizing and running. My role seems to be the glue to bring the appropriate people together to run a successful session.

This is support by the groups is sustained by being grateful and appreciative, reciprocating the favors in a long term, especially when they need help. In a non-profit organisation like Toastmasters, we don’t trade money for favours but favours with favours and it takes a big heart to commit and do so, making it more meaningful. I am always grateful when I ask for help and I show this through my reciprocation of favours (e.g. helping out at their meetings). This is not just fair trade, it is essential trade to preserve good relations and bond the group together.

Just to end off…

As you can see, multitasking in such circumstances isn’t that bad, as long as you know what to do. The thing is, know when and how to multitask and aim to multitask well. Don’t multitask when not need as it has been proven to lower quality of work. However by multitasking the way I did has indeed taught me how to be more efficient and effective as well as less careless, more careful in dealing with people and things. I felt the sense of achievement at the end of the session when my support group and I managed to ensure the smooth proceedings and we all left happy, enriched and fulfilled. From what I know, more of this to come, in school, at work, especially when planning and running programs like workshops or events. At least I know now, I can do it!

With love,
Kelvin

I am able to multitask! Well, not really unless… is a post from: Kaizenkoh's Life's Journey and Lessons

In life, we have our ups and downs. We make mistakes, big mistakes that are life changing but after making those mistakes, we feel miserable. So miserable that we want to change our lives and get things back on track. I think this is what happened to one individual, Mr Ted Williams. His story made headlines after being another “youtube sensation”. However, I feel that his sudden good fortune goes deeper and lies in his life story. Ted Williams a normal life, making big mistakes like getting addicted to drugs dragged him down to a miserable painful state, only to have a stroke of luck and a short “showcase” of his skill which he developed, led him to a life change for the better. A fuller explanation in this story : Man with the Golden Voice

As much as the media loves controversy stories (usually negative) and feeds the minds of the public every single day with them, sudden doses of inspirational stories like this one can make a difference and shift the thinking of the public to a more positive one. We’ve seen it happen many times in these recent years, the most famous one being Susan Boyle which incidentally, stories like these will get referenced to. Ted Williams did not stun judges like Susan Boyle did, but he did something which all “sensations” did, reaching out to touch the minds and hearts of millions of people. View the video that made him famous and you’ll understand why.

Such a short 1 minute video managed to encapsulate his story of struggle and his desire for a better life when he’s down. What made Ted Williams so special and inspirational to me can be summarized in the following points.

Hope
Ted Williams was decisive. He decided he had hope. He found the strength in god which he is repeated in the video and interviews with him time again. He found strength in himself, with the desire and drive to change for a better life. He did not want himself to destroy his own mind and own soul, knowing what he was and is still good at, using his voice.

His golden voice which was his talent in turn offered people who are down and out hope too. It gives people a glimpse of how, no matter how down and out we are in life, there is always a way out for a better life. All we have to look is at our mindset, skills, talents and desire for one.

Humbleness and Being Genuine
If you watched the video carefully and try to identify the kind of person Ted is that’s makes him so attractive, you would notice that it is not how he looked but how he made people feel. Of course, the showcase of his voice was the Unique Selling Point that create a theme that allowed the video to go viral, but it was his character and sense of identity that managed to draw people in, take notice and feel for or with him.

Despite being down, he remained humble and genuine. In the video, when the reporter greeted him and asked him to “work for his dollar”, Ted smiled and obliged immediately. He did not beg or hassle for the money nor did he decline before being “paid”. It was clear that he was sober, not a typical homeless, sick or drunk person which made him real and authentic. After the showcase of his voice, there was an interview where he showed his genuine self, no holds barred. He highlighted that he is down and out but wants to change and would like anyone to give him the chance to do so. Nothing sale-sy about it only his true self which connected with people at a even deeper level.

Being Different
Being a homeless person is no big deal. It really isn’t, there are millions of them around. Most of them are stuck and don’t know or don’t want a better life, thus don’t even try to take their chances at trying to attain a skill or be useful or productive to earn a living and have a better life.

With the decision and hope to change, Ted used his WOW factor of his, his golden voice to feature his talents. This had caught the reporter’s eye and heart which did lead him to video him down for a story and in turn, changed his life.

By showcasing his voice, he was immediately different from the rest of the homeless people who often offered nothing in return for the money given to them. He offered something of value to the world that can be used to create even more value. The voice itself is valuable, but companies who use his voice and ride on his fame would allow their products to be marketed both directly and indirectly.

I think talent scouting became revolutionized recently. With people like Ted, companies are able to utilize their skills on top of their instant fame and make their products and services “different” from their competitors. It’s a win-win for Ted and the companies.

A stroke of Luck or the Law of Attraction
I don’t often believe in luck but creating your own luck and using the law of attraction. First by putting the intention out and taking action towards the intention or goal. Falling or failing in the process but have the strength to pick yourself up, learn and continue towards the goal.

Ted literally asked for it. Having almost nothing to his name, he only used a piece of cardboard to attract passing cars and people to at least hear him out. Starting with “I have a God-given voice…” , it attracted attention and spurred interest and was backed up and compelling when he featured his voice.

He was then at the right place, right time and got to meet the right person. If Ted had deliberately captured a video on his own and posted it up on youtube while looking well dressed and clean shaven, it would not have such a huge impact. However, what happened was that someone else, a reporter, validated him and gave him the chance of his lifetime. His only chance, to show what he’s got to the world. This was pure social proof which humans are psychologically hardwired to gain interest and agree to and thus allowed him to gain popularity so quickly.

This viral video is not just an inspiration for life, but also an inspiration for marketing greatness. We sometimes only get to see and experience the “effects” of the such videos, but I feel that the lessons behind them for life or even business is even more interesting to take note and learn from. Kudos to Ted Williams, who made me think about life and marketing even more.

With Love,
Kelvin

Ted Williams, The Man with the Golden Voice- Lessons I’ve learnt is a post from: Kaizenkoh's Life's Journey and Lessons

This is day 3 of 2011. It proves that time really flies and I have made some progress so far.  I started to cut off my distractions one by one, gradually and did succeed today. I would like to celebrate it by writing about it. It is said that incremental success should be celebrated to keep the motivation to take more action going. But first, the introduction to the problem…

Background of the “Distraction Struggle!”

We all have distractions that hinder us from taking productive and efficient action to get the real stuff done. Stuff that matter for your professional and personal lives, areas such as financial or general learning and education. Usually we struggle with a few and these are activities that yield little or no value (you might count entertainment as value). Things like, watching television, reading magazines, and the current biggy Smartphones and Social Media. I also have such struggles and I will share about it below.

Starting with MSN messenger. It has been a major distraction since secondary school and hindered any serious work that I had to get done on the computer. I did try turning it off totally on October 2010 for about 2 weeks and boy was I amazed by the results. I managed to plan, set up a website, write 20 or so articles while juggling other commitments. Then I turned it on again and most of the work I did for the website practically stalled.

Despite knowing that it was a major distraction, I ended up switching back to “use MSN” mode. The reason was because I needed to communicate with certain people through it to set appointments. Now, looking back, majority of the time was spent chit-chatting and not just for work purposes only. It wasn’t serious stuff I was discussing but just socializing and keeping in touch with my friends.

Commitment to Control and Stop the Distractions

However, I have committed to be more productive this year than last year. One of my strategies is to cut out distractions such as MSN. Today I succeeded, not totally but still good progress. Throughout the day, I had the urge to click and open MSN as I was suffering from “Chatting withdrawal symptoms”. However, remembering my commitment to the tasks on hand, I only logged in at 11pm to check on my friends who are enjoying their new year. I’ve just logged out and closed the application promising not to use it tomorrow.

This is easier than I expected it to be. Whenever I felt the urge to use MSN, I questioned myself. “Kelvin, do you really need to use it?” then I answer a firm “No! Then don’t click it!” and I continue doing my other tasks. I also paired an emotion of detest for wasting time when I asked myself that question. That somehow allowed me to control the urge and not attempt to start the application, thus saving me precious minutes, if not hours.

Incidentally, while browsing the net for inspiration, I can across this article about Finding Focus while dealing with Social Media attention demands. “Labrat: How a Social Media Addict Found Focus” The author has to attend to the social media needs of her personal and work life on a daily basis but struggled to deal with her core projects at hand because the social media needs were becoming a distraction. She experimented with ways to regain focus and to ultimately spend more time taking action and completing her core projects and succeeded doing so. Do read it to get a good insight and maybe even be inspired to control or even rid distractions.

Back to myself. I guess I am still experimenting with ways to cut out and control my distractions like what the above author did and eventually succeeded. It is easier said than done of course as I have mentioned the innate urge to go back to the distraction. I recognize that this is truly very normal because it is a habit after all. Habits are hard to break and change. I would say that it is a struggle sometimes, but it can be done. I am sure in points in our lives, we are able to cultivate the good habits and change bad ones.

My strategy for this distraction is simple. I will just write down the time and duration I will log in and use MSN and Facebook/Twitter. I will gradually reduce it and eventually restrain myself to use it maybe once in a 2 or 3 days, depending on the need to use (need to communicate and ask people stuff). With that, the challenge continues. I shall report back on 31st January with the result, my thoughts and share the experience and wonders of cutting out distractions.

Love,
Kelvin “Kaizen” Koh

The First Step Taken to Control Distractions is a post from: Kaizenkoh's Life's Journey and Lessons