2018-04-02

EXCEL EXCEL ~~ Learned and practiced INDEX and MATCH from predecessor

Practice on a real case is a the best way to understand the complex function.

Sandy, my coworker uses a Excel template to book the bank records and upload them to SAP. However, this template was developed by someone, who left the company. As time goes by, content in the template are no longer applicable to all the entries. The template needs to be fixed and included updated items. 

Although I've tried to fix a little bit during last month end reconciliation, that's only a temporary solution. Given myself a less intensive workday, I locked myself down and went into each tab and formula details in cells.  

Index + Match function is more powerful and flexible than vlookup. It can access to multiple Lookups:

By giving below basic data:


Generate another view base on multiple matching criteria:


And filter out those records with blank:



I was stuck at the final step to activate the { }, I need to apply "ctrl+shift+enter".

Really appreciate my predecessor.  He demonstrated a very good example how to use INDEX and MATCH together. It gave me a chance for a quick shot and earned my points!





2018-03-29

Work or life ~~ 2201 Eglinton Ave E ~~ 6 ~~ developing another focus

One type of work I received intensive practice is Recruiting. Benefit from the strong connection between Roger and his clients, there were continuously replacement requesting.

The initiate stage is to thoroughly understand the requirement from the client. I used to spent a time on line to search similar roles and find out the KEY WORD, which high frequently quoted in those job description.

Then when I posting the position advertisement, I already have the idea in my mind, how to highlight those key skill in the paragraphs. Also these are a hint when screening my candidate's profiles for a good match.

Telephone interview were usually set up when short listed candidates are ready. Since most request are technical roles, Roger keen on asking the technical screening questions, which he believes the best way to distinguish the strong and weak candidate.

After the formatting of resume is also done, the candidate's profile is then ready for submission. Roger will confirm the compensation detail with the candidate beforehand.

To improved the successful rate, I summarized my must do points:

  • Check if any other agency contact the candidate for the same position
  • Screen the key words from potential candidate's profiles and short listed
  • Negotiate the compensation rate within $5 to $10 window
  • Receive confirmation from candidate and boss about the telephone interview schedule
  • Receive confirmation from candidate about on site interview detail
  • Don't stop searching, until the successful candidate sign off the offer




2018-03-16

Work or life ~~ 2201 Eglinton Ave E ~~ 5 ~~ study to work


While working for this job, I was in the final stage of my CMA designation. Sometimes, we were requested to use our real working experiences to complete coursework or a study. One of my value innovation cases for the organization got a high score among those assignments.


My approach was to evaluate the current industry fact and value curve of the firm, then based on the observation and analysis, and developed new features added value curve and introduced the blue ocean strategy.

Although the thoughts maybe not that skillful at that time, but when I look back, that's maybe an early sprout of my framework of operational optimization kits.



Work or life ~~ 2201 Eglinton Ave E ~~ 4 ~~ sourcing the best


We met a situation that more than one suitable candidates are identified which fit for client’s requirements. And we need to decide who is most preferred to represent.

During the process of sourcing a specialist developer, there were more than one candidates identified. However we need to decide the strongest candidate who is not only strong in technical background, but also with excellent communication skills.

So we decided to compare each candidate through our decision matrix:

Developer #1:

Pros:
  • Strong technical
  • Rich experiences

Cons:
  • Adaptive in doubt, concern of flexibility

Developer #2:

Pros:
  • Excellent communication
  • Strong Technical

Cons:
  • Knowledge refresh needed
  • Away the market for a while

Developer #3:
Pros:
  • Strong Technical
  • Good communication

Cons:
  • Concern of long term commitment

Base on major requirements from client of good technical skills plus good communication, the decision was to present Developer #2 as priority, and Develop #3 as an optional. The feedback from client later on also proved our decisions and Developer #2 is processed further for an offer.

What I learned from this case was, to understand thoroughly the requirement from you client, try to do as many as possible research on the position skills, compare and compare. 

Work or life ~~ 2201 Eglinton Ave E ~~ 3 ~~ resources allocation practice


Project forecast (budgeting) and Project Financial Summary are very important for the group. The activities include resources allocation by working days, estimated supplier expenses and revenue.
When a project is initiated, project lead and development lead propose the best practice targeted implementation days and most suitable
resources. 

By then the forecast is finalized, related project scope and cost data are interpreted into the fund raising contract per client’s requirement. I am notified at the same time.The involvement begin at integration of the financial and capacity data into group’s project forecast spreadsheet, which including estimated revenue, working hours and expenses etc. 

When the project funding is settled and contract is counter signed, the estimated revenue is also
logged into another worksheet - Project Financial Summary, which the monthly billing revenue is being track from there.

This practice is a good combination of basic project management and finance management topics. 

Edge 3: Multiple Reflections in 5 principles

P12. Be Flexible on the Perception of Your Passion
Develop some form of passion in your current work so that get fired up.  

Passions:
1. Helping people solve problems
2. Improving the healthcare system
3. Baking cakes and opening a patisserie

It's important to find your own form of passion. You don't need to match with someone else's. A long as you know what is what gets you fired up, you stick to it and keep working hard at it. Passion can be a combination and it doesn't need to be single-sided. There is no guiding principle of passion. It's what you choose to believe. What's important is finding the energy that makes you happy and fired up in the morning. Try to grab onto anything you do that sparks your inner something - whatever diamond in the rough it may be - and walk out with it.

P13. What Would Marvin Do? Find Your Role Models
Identify different role models to fit your development goals - the more the merrier.  

When you are faced with making sensitive decisions, you need to be equiped with the right mindset. Marvin is McKinsey's founding managing director, was a strong advocate of having role models. Having a role model in mind does not just stop at dealing with sensitive topics. It has a postive influence on a range of things including dealing with your team, dealing with your client, and talking to your superiors. It's especially useful in communication and decision making.

Human beings have a tendency to frame things in a narrow way. A role model lets you take away that narrow frame and see the big picture. Go into the granularity of, say, presentations: for small meetings I will act like person A and for big meetings like person B. You should have at least a dozen people in your role model Hall of Fame.

P14. Know What Gives You the Most Energy in Your Day
Manage your energy gains and drains via knowing what you like and dislike throughout the day.  

Think: what usually drains most of your physical and mental energy comes from stress due to this lack of control. A single philosophy separate successful leaders-to-be and the lackluster: all leaders know how to get energy from their time and release stress out of their systems. Successful people have a tuned-in mindset not only on how they achieve outstanding goals but also in their approach to dealing with the stress and energy drain that everyone faces.

When you're busy, you need to know what will be important for you to get your energy back and reduce your stress levels.

Follow 7-3 rule, count how many 'positive energy' gains stack up against 'negative drains' and make sure you have a healthy 7-3 ratio. The key point here to adopt an energy-giving mode. Treat your mental health the way you treat you body.

Finally, an important thing to remember is that successful leaders leave their problems and stress at work.

P15. Go Jogging to Smell the Flowers
Help prolong your perceived time and set priorities through detaching yourself from daily preoccupations.  

Time is precious. In doing a simple, short, and measued exercise routine, there is huge payout on actual time spent versus perceived time gains. In other words, some exercises allow you to strench or prolong the time you feel and smell outside world. Jogguing and other forms of 'alone-time' exercise allow you to structure your thoughts clearly and set your top priorities - step back to see big picture. This is also an actual physical exercise that allows the brian to physically switch modes. Put into practices:
1. run during the day or at night.
2. run for time rather than distance
3. create a goal
4. run alone

The key concept is physical activity, which alllows you to distance yourself from the current work. Make sure you force yourself to recognize the magic of life: live each and every day to the fullest. It will definitely act positively in your work.

P16. Create a Commitment Plan
Achieve greater things in life by setting aspirational targets and sticking through your plan.  

Long-term vision, mid-term goals, and immediate goals are very useful reminders to set high aspirations. For starters, compartmentalize into four sections: business/career, family, personal health, and friends/network. fill out three or four outcome or results oriented phrases and have a checkbox next to it.
1. become more proactive and achievement driven
2. measure your progress year after year
3. start believing anything is possible and you mean it when you say it.
When write your commitment plan, deploy a sound structure, such as divide a piece of paper into three horizontal sections across the page then carry this paper wherever you go
1. how you will achieve each outcome
2. challenges you are going to face
3. why achieving each result is a must

Knowledge has a half-life, and if you are not on top, you will be seriously selling yourself short. When you start finding your job easier than before, it's usually a warning sign. The danger is that no one will tell you what more you can do if you're doing well 'at your current job.'
To pursue the leadeship track, plan and create your own commitment plan. within these goals, you will definitely find what you are lacking right now. They will propel you to ask the 'right people' qustions or 'when was the last time...' questions.

2018-03-15

Work or life ~~ 2201 Eglinton Ave E ~~ 2 ~~ track down invoices


Suppliers and contractors invoices are collected semi-monthly. In order to verify the actual hours and expenses and mitigate any risk of duplicate or short payments. The number of hours and expenses amount was reconciled with the semi-monthly and monthly forecast.

The semi-monthly accruals are input at least 2 months in advance. When the actual time sheet and invoices received, then I will quickly reconcile the numbers and amount.

I also applied the visual management concept. At the beginning of the reconciliation, all the numbers and amounts are highlighted as yellow and fond in red color. If the time sheets and invoices are matched and ready for payroll, the highlighted color of yellow is then removed. After payment is scheduled, fond color is change back to black regular and the cycle is showed as completed.

This process enhances our internal control flow and mitigates the risk of missing payment.





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