1. 14 / My Assistants
We need each other in every sphere of Life. Occupational Life is no exception to this rule.
I was really lucky to get good and co-operative assistants, without them I could not have
succeeded in my occupational and Professional career.
I am a born teacher by birth. I like to teach and learn simultaneously. I have looked at my
assistants as human beings first and not man-machine. Every Manager should follow this
approach. Unless you create a relationship bond, you cannot get 100% participation from
assistants or for that matter from anyone.
We can develop better relationships with others if we understand their entry in our life.
A person may come into your life for a ‘reason, for a season or for life.’ If this focus is clear,
we can decide our relationship pattern. Assistants enter your Life for a ‘reason’ and ‘season’.
You have to essentially understand that your assistants also have career goals/dreams like
you. As you welcome them in your job / life, you should also say warm good bye to them
from bottom of your heart and wish them good luck when they leave.
At times, you will learn many things from these people. These people will share their
experience, knowledge with you and try to enrich your life. You will have unbelievable joy
and happiness in their company. But please remember that this association is only for a
‘season.’ The relationship may get broken in spite of your good intentions. You should be
ready for such eventuality. No point doing post-mortem of your behaviour and their
behaviour.
Before I talk about my few Assistants, let me list down few principles of creating good
relations with assistants and colleagues. These principles were used by me.
Common Tips:
i) Let there be space in your relationship.
ii) Give respect to get respect.
iii) All fingers are not alike.
iv) Each person inherits good and bad qualities.
v) Your behaviour with any one should be the replica of your expectation of their
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behaviour with you.
vi) Respect individuality.
vii) Always remember that our opinions change from time to time.
viii) We all need each other.
ix) No body is perfect.
x) When you are angry, criticize the behaviour, not the person.
xi) Human being is a social ‘ANIMAL.’
xii) Avoid Gossip. Have straight dialogue with assistants.
As we spend our major part of Life in the office, it imperative that we should have healthy
relationship with our assistants and colleagues.
When assistants and bosses get along and like each other, going to work can become a great
pleasure.
Lets us look at the specific Tips generated from my experience.
i) Feelings play pivotal role in giving insight about people and their behaviour.
ii) It is necessary that you should trust others in the environment as much as you trust
yourself.
iii) Good point in an assistant should be acknowledged even if you don’t like him.
iv) You should not shirk from your actions and emotions.
v) Pay attention to the feedback from your assistants and clients from their non-verbal
signals.
Now let me make special reference to few of My Assistants.
Few years back, I was waiting on Dadar W. Rly platform in the evening for return journey to
residence. Suddenly Mr. Makwana rushed towards me and touched my feet. I was taken
aback. He just said ‘Sir, you made my life.’ He left job in my company after I left way back in
1983, he took up accounts writing assignments and now he was well settled. According to
him, he could achieve this because of intensive training given to him.
Mr. Makwana worked in my department from February 1981 till I left the job in Jan. 1983. Mr.
Makwana was fresh B.Com from Gujarat University, having studied in Gujarati medium till
graduation. But his core knowledge of accounting was up to the mark. He was staying with
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one of his relatives at Virar. Our office was situated at Churchgate. He was very punctual and
sincere in his work. He was very hard-working and eager to learn. Once trained, he gave me
tallied trial balance of previous month, on 1st evening. One month, he could not keep his
promise. He came to my cabin at about 5.30 pm in a depressed mood. He apologised for not
being able to tally the trial balance. I made him comfortable. I enquired about the difference.
I just asked him to recheck the posting of one entry of similar amount. Yes! The amount was
not posted to ledger and hence the difference. He was so happy and thrilled, that I can’t
describe his feelings in words. When I left the company, he literally cried. Friends, It was in
my self interest to teach him the work. My efforts and time spent on his training paid the
fruits.
I had one south Indian secretary. Good Looking but already married. I was a bachelor that
time. I was chain smoker those days. I would call her in the morning for giving dictation for
about an hour. However, I restrained myself from smoking during dictation. I made it clear
in the beginning that I won’t waste my valuable time in dictating each and every letter.
I would specify the points on each letter and she should draft /type the letter in my style.
I gave her two months to catch my style of letter writing. I told her that this would help her
career. She took the challenge. It saved my valuable time. She left the job and joined MNC
soon after my resignation. She telephoned me specifically after her confirmation that my
training of drafting letters had yielded great benefit in her new job.
During her tenure as my secretary, she became friendly with another good looking south
Indian typist of her age, seating next to her in the typist pool. Their friendship became the
topic of discussion in the company. Our MD wanted to take strict action against both of them.
I assured MD that I would do the needful but in my way. I discussed the matter with our
Personnel Manager Mr. Satish Kantak. We decided to have discussion cum counselling before
issuing memo or taking any stern action. That was my first counselling experience. Friends,
thereafter I became honorary counsellor in my life.
Let me say few words about my deputy in one of the companies. He was a young CA,
pursuing active habits such as trekking, mountaineering etc. He would go on trek practically
every fortnight and would either come late to offfice on Monday or take leave. After noticing
this pattern, I enquired about the real reasons for this. I had one more occasion for
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counselling. I told him that at this stage, he must decide his priority. He can’t get everything
every time. You are holding a responsible position. Your behaviour should be a role model
for the staff. If you are casual about the responsibilities, is it possible to have high
expectations from your assistants? My talk was fruitful.
Now let me share one bitter experience. Another south Indian CA was working with me.
We were in the midst of finalization of accounts. The completion of work was just a day away.
We worked till 12 midnight. Took dinner and parted to have the final assault on the work next
day. Sorry, the same day as the new day had already begun. I reached office at 8.30 am. This
assistant did not turn up till 10 am. I called his residence where he was staying on rental basis.
I was told that today morning he left for Chennai for some urgent work.
A person who talked so passionately about the pending work had ran away. I completed the
finalization as planned. I got his resignation after 15 days. He had worked sincerely during his
tenure. I sent his dues with best wishes.
As I started writing this Article, memories of number of assistants flooded my mind. You
will appreciate that it is not possible to write about each and every assistant. Most of the
assistants were elder to me. They respected me as their boss and I respected them as my elder
brothers.
I also motivated the staff. But let me share the top secret for keeping your assistants in your
control.
You should be able to make the staff dispensable. This is possible only and only if you are
ready to exert. You must know not only the work done by each staff but should also know
how to do it. Initially, you should request each staff member to list down the jobs done by
them, specifying the sub-jobs at every stage with pending position at that stage. Try and
understand critical points of the job. Do the sample jobs, get confidence, suggest short cuts if
any? Once you prepare yourself on above lines, then your staff can’t take you for a ride.
Before this step, you must acquaint yourself with each member of your team on one to one
basis. Try to understand his family background, aspirations, dreams, financial position etc.
This will give you a head start in establishing relations and eventually controlling them. His
minus/plus points should be explored for motivation and support. Friends, it is not very
difficult as it sounds. Give it a try and enjoy the freedom from tolerating staff.
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I am proud to say that after my resignation, the department work was not affected till
recruitment of my successor. This was possible because I had given enough confidence to my
staff that they can work and should work without online supervision from the BOSS. In the
process I had also made myself dispensable and practically my MD never had to bother me
for some information or papers after I left the company.
Readers may refer one letter dated 15-05-1999 sent to my Assistants. Till date I get call from
my Assistants on Guru Pornima day to thank me. I consider this as my achievement.
Dear Sachin, Anand, Revati & Raj
I acknowledge with thanks receipt of your Birthday Greeting Card today which incidentally
raised few issues in my mind & I intend to share the same with you.
Personally I do not think that I am entitled to get the compliments mentioned in the Greeting
Card. To my knowledge, I have not done anything extraordinary for you. This is my style of
behavior which you must have observed over the period. Each one of us inherits good and
bad qualities with birth and every one gives shape to those qualities depending upon own
nature and taste. It is more like selecting a TV channel among the 100 Channels provided by
cable operator. It is possible that I might have provided one/two good channels for you to
watch. It is likely that from my talk about Profession, Life philosophy, Life experience, Human
psychology etc. you might have got few points to ponder and think further in that direction.
Secondly, three year period is too short to mould anybody. Well, I do not wish to doubt your
sentiments about my contribution for your career development but only wish to put forth my
perspective/ point of view.
You are aware that I am trying to develop a detached attitude towards life in general and I am
afraid that your love & affection for me may act as a speed breaker in my uphill journey on the
said detached path.
At this juncture, I wish to share one secret with you. You will recall that our association began
in August 1996 soon after my accident when I was going through the bad patch of Life. My
will power, mental peace etc. was probably at its lowest. At that point, it was my good fortune
that I came in contact with young, sincere and energetic persons like you which to a very large
extent contributed towards my recovery from the accident. I could tie over my personal
problems and my mind jumped back with a desire to do something for you. I will always be
grateful to you all for the love and affection given to me during our association.
I wish you and your family happiness, prosperity, good health and peace of mind.
With regards.
15-05-1999
Note: The reply was sent to thank my Assistants for sending birthday greeting..
All the above assistants are now well settled in Life.
