March 2018

Do you find yourself spending 10 minutes every day rummaging through stacks of documents for a specific file on a regular basis? Chances are, the clutter in your office space is getting out of hand. It is time you take actionable steps to declutter your office. From the physical to the digital environment, small changes in your working space can create a huge impact.

A streamlined physical workplace enhances efficiency and productivity. There is greater motivation to work when the office space has minimal distraction and information access is a breeze. Furthermore, studies have also shown that a tidy workspace projects a better image of you among your coworkers.

 

Here are some simple tips to declutter your physical office environment:

 

Desk organisation

Keep only the bare necessities on your desk. Apart from items you need for work such as a laptop, printer, writing materials or a cup of coffee, your desk should be kept clear.

In addition, establish a designated space for storage. Use drawers and shelves to store files, paperwork, business cards and additional supplies, where current projects are prioritised and placed at the top. With that said, there must be a limit to the amount of items kept in these storage spaces. To maximise space, consider scanning documents and saving them in softcopy instead.

Clean your workspace once a week

Set aside one day every week to clean up your office space. Wipedown your desk area regularly, especially the phone, keyboard and desktop monitor.

 

Besides the physical environment, it is equally important to have an organised digital space. A decluttered online environment saves businesses time and money because finding what you want becomes much easier. The following are some tips to neaten up your digital workspace:

 

Limit the number of items displayed on your desktop screen

To minimise clutter, save all your files into your “Documents” folder and make shortcuts to these files. Never save them directly to the desktop. This also acts as a safeguard against the possible loss of data since most computer backup systems do not protect files that are directly saved on the desktop.

File as you go

Make it a habit to file your documents when you first create them so that they will not overwhelm the desktop.

Create folders in a logical hierarchy

After sorting your files into folders, order them based on priority. For convenience, you could even place the files that you use the most at the top of the file list using “!” or “AA” at the beginning of the file names.

When it comes to naming your files, be specific.

Using dates, names, and descriptions to label files will make it easy to find the files you need. For the visually-oriented, colour-coding of file names based on urgency or the nature of the document might be helpful as well.

Re-organise your files regularly

To ensure a more streamlined digital workspace, store old business files away in an “inactive” or “archive” folder.

Set up an automated system

Install applications or services that will automatically transfer files to a separate folder if they have been untouched for a specified period of time. For instance, Canon provides a Therefore™ Document Management Solution that enables you to store, manage and process all kinds of business information efficiently, economically and securely throughout your organisation.

 


 

By putting these organisation tips into practice, information and documents are neater and can be accessed easily. You will be greeted with a clutter-free and inviting office that helps you focus on staying on task towards your daily goals.

For more business insights, follow Canon Singapore on LinkedIn.

Feedback is essential for improving work performance and skill development. It tells us how we’re doing, how we can improve, and also acts as a tool for continued learning. Feedback is crucial for every workplace to align goals and develop relationships.

But what if feedback is directed at your boss? Whether it is your boss who asks for feedback, or if you feel it necessary to provide it, giving feedback to a superior can be a daunting and scary task. You could face retaliation or even be putting your job at risk. However, when offered thoughtfully, feedback can be effective in helping your boss and even improve the working relationship between the two of you. This article thus provides some tips for providing feedback that is productive and professional.

 

1. Weigh the cost-benefit of your feedback

While it is important to offer feedback, it is also vital to consider if your input truly needs to be heard. Weigh the costs and benefits of the various comments you have in mind. Understand how each one may impact your boss and if these comments are aimed at helping your boss improve or if they are just criticisms. Ensure that the benefits of your input far outweigh the possible costs it may incur to your boss who hears it. Then, deliver only the feedback you honestly think your boss needs to hear.

 

2. Choose an appropriate setting

The worst thing to do is to catch your boss off guard with surprise feedback or embarrass him/her in front of fellow colleagues with your input. Feedback will be better received and delivered if both you and your boss are prepared for it. Schedule a time with your boss in private to chat, and give an indication of what you are planning to talk about.

In addition, while it may be more convenient to send an email or text message, it is best to talk face-to-face when offering feedback. Body language and tone will help to ensure that the message you intend to send is the one received. Moreover, by being able to read your boss’ mannerisms, you can adjust your tone and make sure the conversation stays purposeful.

 

3. Jot down what you plan on saying

Take time to collect your thoughts and write them down – do not depend on your improvisation skills. Write down key areas of concern and provide supporting details to spark a productive discussion. This will help keep your feedback structured and clear, while also making sure that you attend to the different issues without being repetitive. Most importantly, don’t go off script. While it may be tempting, do not pile on unnecessary details or start blurting out every issue that bothers you.

 

4. Be specific, but stay professional

For feedback to be effective, it cannot be ambiguous. Be specific about what exactly you are addressing, provide supporting examples and offer clear suggestions on how your boss can improve. Moreover, instead of merely spouting criticism, direct your feedback to specific situations or actions, not the individual. It will also help to provide a mix of positive and negative input to ensure your feedback is heard in constructively. Finally, remember to be polite and use professional language.

 


 

Giving your boss feedback doesn’t have to be a bad thing. In fact, it can sometimes help improve your work processes and be beneficial for your company in the long run. Consider these points if you have comments for your boss, and in any case, do not be hot-headed about approaching your superior.

Follow Canon Singapore on LinkedIn for more business-related solutions and insights.

Over the past couple years, we’ve witnessed some of the biggest and most disturbing cyberattacks since the dawn of the Internet age. From WannaCry’s ransomware attack on NHS to the devastating hack on Sony Pictures, the risks involved mean breaches at major corporations continue to capture headlines.

Yet what many of us don’t hear of so much is that small and medium sized enterprises (SMEs) are prime targets as well. Due to their lack of resources to equip themselves against attacks and their greater exposure to malware, the risk of breaches faced by SMEs are much higher than you can imagine.

According to the 2016 survey by the Singapore Business Federation, 60% of SMEs polled were prey to cyber attacks. Of these, ransomware and business email scams were the top two cyber threats faced, both of which not only financially disadvantage businesses, but also lower employee efficiency and productivity.

So, why exactly are small businesses at great risk for cyber attacks? Here, we’ve listed a few reasons as to why SMEs are more susceptible to these threats and to outline how serious this cyber-epidemic is:

 

1. Small businesses are more vulnerable

Compared to their larger counterparts, SMEs lack the budget, expertise and technical capability to implement effective cybersecurity measures. They are not well-equipped to defend themselves from cyber threats, and tend to employ less complex technologies.

In addition, staff often lack the awareness or training about cybersecurity due to the assumption that cyber breaches only occur to big companies.

 

2. SMEs are used as conduits to larger corporations

Small businesses act as a gateway to larger organisations. Since big corporations have sophisticated and up-to-date security defenses, they are harder to penetrate. For instance, many SMEs are subcontractors to large organisations, providing human resource solutions and cleaning, air-conditioning and engineering services.

As SMEs are often electronically connected to IT systems of some of these larger partner corporations, they become perfect entry points to bigger companies and are thus at high risk of cyber attacks.

 

3. Greater exposure to malware

SMEs are increasingly moving to e-commerce and digitising their business. Moreover, they are largely dependent on their phones to do business, whether it is sending emails or conducting online transactions, all of which expand their exposure to malware.

Paired with the ease of downloading malware that is commonly hidden in innocent-looking apps or emails, SMEs could readily lose passwords, credit card numbers, and confidential information.


Cyber attacks hurt small businesses the most – SMEs are likely to suffer reputational damage and risk losing their business entirely due to their small size. Given these serious consequences, it is crucial for SMEs to take the necessary measures to protect its systems and data – our article on cybersecurity for SMEs list a few ways you can do this. More should be done to increase cybersecurity awareness, implement appropriate security solutions and put a data breach plan in place.

Follow Canon Singapore on LinkedIn for more business-related solutions and insights.

A Feature of Canon’s After-Market Support Team

As a Senior Engineer who has been with Canon for 26 years, Mr. Thomas Soh showcases exemplary leadership and responsibility in his role as a supervisor to a team of engineers. His work also highlights the importance of staying accountable to customers and the company by keeping up-to-date with daily customer problems and technical issues.

We sat down with Mr. Soh to learn more about his duty as an engineer and supervisor, how he maintains customer satisfaction, as well as his journey in Canon throughout the years.

 

 

Tell us about your job scope and what it entails.

I am a Senior Engineer and Supervisor of a team of about 10 engineers. Normally, every morning, I will ask my fellow engineers if they encountered any problems the previous day, whether it was a small or big issue. I need to be aware of all issues – even the smallest of things – so that I will be able to answer to any complaints from the customers or bosses.

It is also important for us to know technical information well. We use an engineering portal that we have to download service information, be it hardware or software, and meet every week to share the information with one another.

 

What is a typical day at work like for you?

Every morning, my team will start off by doing a roll call to check if anyone has any issues to bring up. After the team disperses, I will meet with my team lead and one of my assistant chiefs to discuss how to cover new installations or any problems that need our attention and follow-up. Usually, we will discuss installations as we have about four to five cases a day, and each of us will take one or two of them. If there are no other issues, we will proceed to check on customer machines that had problems by going down to make sure they have been resolved. Our customers range from both big and small companies alike, and we need to help them recover as soon as possible.

 

What do you like most about your job?

I like to go down to meet customers; it doesn’t matter if they’re nasty or nice. I feel like I am able to learn from them when I talk to them. Each meeting is a learning opportunity for me, and I can also understand things from a different perspective when I meet these customers.

 

What are some of the challenges you have faced at work? How do you overcome them?

We face quite a few technical issues, and when I cannot resolve them I will escalate them to the diagnostics department, which I was formerly a part of for about six to nine months. We have a very close working relationship with them and they will readily help us with any issues we have. If I can’t solve any technical problems, like machine malfunctions relating to colour or print quality, I will check with them for more information before proceeding. It’s like a team effort where the different departments all help each other.

 

 

What are some of your career highlights?

If I can recall, I was awarded the Excellence in Service Award from 2010-2013! This award was given to me as a recognition of my good customer service, and it is one of the highlights of my time here.

 

How do you go the extra mile for your customers?

Sometimes, customers have issues on scanning, where they cannot scan documents to their PCs or there is a network problem. On our part, we will use our laptop to cross-cable to the machine to check if we can scan documents to our laptop and print it from our PC. That will mean that there is no issue with our machine hardware. If customers want us to troubleshoot further, there is a service charge, but we help them free-of-charge out of goodwill and resolve the problem. We want them to continue having a good impression of Canon so that they will continue to support us. For us, our priority is to make customers happy.

 

What has kept you working at Canon after all these years?

Before Canon, I was in the hospitality industry and worked at a restaurant in a hotel. But I worked very long hours and three shifts, and wanted more structured hours, like an 8-5 job. I applied to Canon as a Technician to service the machines, and enjoy it, so I stayed. From there, I moved on to become a Senior Technician, then Zone Chief, and I’m now a Supervisor.

I have stayed here all these years because I enjoy that we have a team and work like a family. There is also very good welfare here, both medical and other benefits. Overall, Canon is a good company and has taken very good care of us.


Follow Canon Singapore on LinkedIn, as we showcase more of our valued After-Market Support staff in the months ahead.

There is a universal trend that seems to suggest businesses are becoming more complex and challenging. Longer business hours, keener competition, more demanding stakeholders and life-threatening cyberattacks are all part of what increasingly technologically advanced offices have to juggle today. The technological movement has rewritten what it means to do business, and the complexity and perpetual interconnectivity of systems and people are unforgiving to companies who cannot keep up.

Below, we list a few common scenarios that companies in Singapore may face in the digital age that will have an impact on their security, efficiency, organisation and productivity.

 

Scenario 1: Security Breach

Your company just purchased a generic brand printer that has been serving you adequately. One day, you notice that the printer is printing out gibberish, with the last line reading: “YOU’VE BEEN HACKED”. Startled, you check the printer history on the printer network and your computer only to find that all your company data has disappeared. Your company printer and network have been compromised.

 

Computers and the Internet have made Singapore a thriving digital landscape. However, the same technologies also give rise to the number of cyberattacks, which have nearly doubled in proportion between 2014 and 2016 in Singapore. These threats have been causes of anxiety for many businesses in recent years, but few fail to recognise that cyberattacks are not restricted to the web and email.

From document and print solutions such as Canon’s Document Management Solutions to surveillance security like the Profile Analyser, Canon’s range of solutions are built to protect against cyberattacks. Comprehensive security systems make sure that your data and documents are only accessed by relevant personnel, and powerful facial recognition technology work to ensure each person who enters your office is accounted for. Canon’s solutions provide an additional layer of security so confidential information will not be compromised.

  

Scenario 2: Designs and Colours

You’ve just decided on a new striking red logo for your new business and can’t wait to use it on all your flyers and handouts. However, the print job on your generic printer makes your logo look more dirty brown than fiery red.

 

Visual communication is crucial when marketing a product or service. This is true for every industry. Logos, colours, fonts and other imagery make your brand recognisable, and consistency makes future branding activity more effective. These visual elements are key to making a lasting impact on the consumer, particularly when it comes to colours in prints, such as your documents, flyers, signage and merchandise.

Conveying ideas through vivid and high resolution images are essential for businesses. Canon ensures that your prints remain vibrant and striking from computer to paper, regardless of the production volume. Our technological breakthroughs in the imageRUNNER ADVANCE (iR-ADV) C7500i series print crisp and vivid-coloured images that are sure to be eye-catching.

 

Scenario 3: Unnecessary Workflow

The progress and expansion of your company in recent years have made it difficult to keep up with paperwork, with documents getting misplaced all the time. Your staff spend extra time filing documents, finding and reorganising files.

 

It is key for businesses to ensure that their documents and files are kept in an accessible manner. This practice may be common knowledge but may not be well-enforced. Furthermore, chaos can creep into the office at any time, which is detrimental to unprepared companies without a proper management system.

Canon’s Therefore™ Document Management Solution is the answer to keeping your data and files well-organised. With a centralised document repository, retrieval, processing and approving documents are just a click away. Our systems also come with added security features and flexibility, ensuring your business not only stays organised, but also future-ready.

 

Scenario 4: Printer Malfunction During Crunch Time

Your company is having an important event the next day and you need to print a large volume of documents to prepare for your clients. Unfortunately, it is at this time that your printer decides to break down, and you can’t seem to get a technician on hand.

 

Customer service has and will continue to be a vital aspect of any business. At Canon, we make customer satisfaction a priority, especially in terms of technical support. Our team of Service Engineers are well-trained to handle and resolve any problems encountered, making sure that our printers and products are in good condition, and that your business operations continue to run smoothly.

Feedback from our customers, such as Mediacorp and Marina Mandarin Singapore, are proof that Canon’s Service Team are hard at work every day to support and answer any queries you may have. Our dedicated staff and fast turn-around time is why Canon won the Singapore Service Excellence Medallion in 2015.

 

Scenario 5: Double Printing

Business is booming for your company, but you can’t seem to get costs down. It turns out that your generic brand printer isn’t well connected to the network, and staff members have been double or even triple printing print jobs, resulting in paper and ink wastage.

 

Thriving businesses stay efficient to remain successful. This not only means minimising unnecessary channels in the workplace, but also utilising cost-saving strategies and equipment.

Canon’s uniFLOW technology, featured in our range of products, allows you to save printing costs and wastage. This means maximising productivity and going green simultaneously – your business can remain efficient and sustainable. uniFLOW also keeps your documents in check and in order.


While the workplace may seem a lot busier today, our technologies and solutions are determined to make work simpler for you. Working in tandem with Canon’s kyosei principle, businesses can truly focus on the things that matter.

Speak with our Sales Professionals here to find out more about our products and solutions. Also, do follow Canon Singapore on LinkedIn for more business-related solutions and insights.

The new Canon imageCLASS MF635x is a versatile 4-in-1 colour multi-function printer that delivers uncompromised quality and unrivalled efficiency to businesses, whether for small to medium offices or large enterprises.

As a one-stop print solution, the imageCLASS MF635x meets the challenge of improving productivity for modern businesses by redefining ease of use, smart savings and convenient management.

 

Boost Work Productivity

Productivity is about speed and output – which is what the imageCLASS MF635Cx offers. The printer features a 50-sheet Duplex Auto Document Feeder (ADF) that consists of two Contact Image Sensors (CIS), allowing both sides of the document to be scanned simultaneously. Maximise your scanning efficiency with its rapid duplex scanning speed of 50 pages per minute in black and 27 pages per minute in colour, without any compromise on quality. Double-sided scanning will no longer be a time-consuming and manual task. Furthermore, the imageCLASS MF635Cx is also currently the most affordable model that is equipped with this Single-Pass ADF feature.

In addition, the MF635Cx provides businesses with efficient printing performance at a speed of 18ppm. It is equipped with a One-Pass “In-line Architecture System”, shortening the colour printing process and feeding procedure to one pass instead of four. A ceramic heater speeds up heat transfer, reducing waiting time and enabling high-speed colour printing with less power consumption.

 

Print on the Go

Discover the range of wireless possibilities and seamless connectivity with Canon’s latest mobile business solution. This allows you to print and scan documents, photos and web pages directly from your mobile phone with applications such as Canon Print Business, AirPrint, Mopria and Google Cloud Print.

The imageCLASS MF635Cx is fitted with cloud and wireless print capabilities through Wi-Fi to enable convenient and remote printing from wherever you are.

 

High Performance, Low Maintenance

The MF635Cx uses a high performance printing system where print data processing is handled by a PC instead of the printer, reducing data processing time. Furthermore, it is equipped with a UFR II (Ultra Fast Renderer) that consumes minimal amount of memory to process large amounts of printing data.

Apart from the enhanced work capabilities brought about by quick printing, scanning, copying and data processing that businesses can leverage on, the imageCLASS MF635Cx also ensures that printouts are visually stunning and sharp. Its all-new V2 Colour Technology effectively expands the colour reproduction range for prints and produces vivid and clear colours that will boost presentation handouts.

With such high performance, the imageCLASS MF635Cx guarantees fuss-free and low maintenance operation due to the Canon All-in-One toner cartridge that integrates the photosensitive drum, cleaning unit and toner reservoir into a single cartridge. Enjoy hassle-free cartridge replacements with its auto toner seal removal system that eliminates the need to remove the seal manually.

 

Eco-Friendly

The built-in automatic duplex printing feature enables you to print more with less, so you may do your part for the environment. This function enables double-sided prints with flexible layout options, reducing paper wastage, carbon footprint and operational costs. Reduce power consumption and save on utility bills with Sleep mode when the printer is not in use.


Speak with our Sales Professionals directly here to find out more about how the imageCLASS MF635Cx can help your business. In addition, follow Canon Singapore on LinkedIn for more business-related solutions and insights!

 

Women all over the world have played an extraordinary role in changing the gender landscape in leadership, business and technology, as well as progressing the global movement for women rights and equality. This International Women’s Day, celebrate the power of females and be inspired by the stories of five women entrepreneurs who are shaping the business world through their passion, determination and vision.

 

Sara Blakely

The founder and owner of SPANX, who is also known as the world’s youngest self-made female billionaire, did not reach her success without overcoming obstacles. She previously spent seven years selling fax machines door-to-door after failing to achieve her dream of becoming a lawyer. Yet, it was her experience with failure and constant rejection from others that taught her to be fearless, giving her the impetus to create the multi-million dollar women’s apparel brand and undergarment company. What paved her road to success was her passion and belief in her idea as well as her grit in not letting obstacles hinder her. Her words to budding entrepreneurs: “Don’t be afraid to fail”.

 

Oprah Winfrey

Before her life as a talk show host, businesswoman, philanthropist and becoming the world’s richest African-American, Oprah Winfrey was a child born into poverty to a teenage single mother and endured a tumultuous childhood of sexual abuse. It was after settling down with her father that her journey to success began – excelling in school, winning speaking competitions and beauty pageants, becoming a news anchor at 19 and eventually beoming the host of her own award-winning show. Despite the backdrop of an abusive childhood, Oprah did not let her experiences dictate her life. Instead, she aimed high and chose to follow her vision: “Only you have responsibility for your life. Use your life to serve the world and you will find that it also serves you”.

 

Susan Wojcicki

For Susan Wojcicki, the current CEO of YouTube, success took many moments of courage. She had previously worked at Intel before quitting her job to join two PhD students – Larry Page and Sergey Brin – as a marketing manager in the then obscure startup, all while she was four months pregnant. Nevertheless, it was this boldness to follow her belief on the importance of technology that led her to where she is today: one of the first employees of the startup that grew to become Google. Furthermore, she has also used her position of power to fight for women’s rights and empowerment by extending maternity leave in Google, hiring more women and publicly expressing her views on women in leadership and tech roles.

 

Pocket Sun

Pocket Sun, the founder and partner of SoGal Ventures, the first female-led millennial Venture Capital Firm, has also made it to the cover of Forbes Asia – all at the age of 25. Born and bred in China, she spent her years studying in the US and reached a turning point when she lost her job and decided to pursue a Masters in Entrepreneurship and Innovation at the University of Southern California. Driven by her conviction of entrepreneurship and motivation to bring more women into the industry, what started off as Sun’s student project is now one of the world’s largest communities of enterprise and investors. Pocket Sun’s story is a story of exploration, perseverance and resilience in the face of hardship.

 

Cher Wang

The idea of a handheld device in place of PCs sprouted in Cher Wang’s mind on a train while travelling in Europe. The HTC Founder and CEO’s innovative mind, coupled with her vision for HTC to become a leading brand in the smartphone industry, has led the company to success. Relentlessly focused on producing and delivering products that meet customer needs, she understands the importance of keeping abreast of the latest trends and infrastructure in order to do so. For Cher Wang, humility is the seed of success. “We need to stay grounded, humble ourselves and realize that we don’t know everything. Observe, listen and never stop learning”.

Be empowered by the stories of these women who underscore power in their path to success!

By Vincent Low

I hope you’ve had a great Lunar New Year break! With all the festivities behind us, it’s time to settle down and get locked in for the year ahead. I would like to share some tips on how you can succeed in your workplace, as you look to build momentum for a strong start to 2018.

 

1. Set Goals

If you fail to plan, you plan to fail. Setting professional goals is important to having a sense of objective and purpose in your career, and helps you keep track of progress throughout the year. I still find the S.M.A.R.T way of planning goals one of the best ways to approach this.

S – Specific

M – Measurable

A – Achievable

R – Results-Oriented

T – Time-bound

2. Communicate better

I had recently written a piece on communicating better with your bosses – it’s worth a re-read! Building relationships with the people around you is incredibly valuable and will not only make your job easier, but also more fulfilling. We all have different personality types and some of us are more shy than others. You don’t have to be the life of the party all the time; just making an effort to join colleagues for lunch can be a good first step.

3. Learn Something New

Activity can boost creativity, and the best way to do this is to learn something new, or pick up a new skill! Companies often organize different activities or learning sessions across various topics as a staff benefit for employees. Find out if your company has such activities, and utilize them. At Canon, we have a Staff Recreation Committee that regularly organises social activities, from weekly running sessions to yoga classes. This can be a good way to keep yourself healthy, learn a new activity and also meet new people along the way.

3. Dress Well & Look Smart

As the saying goes, you’ll never have a second chance to make a first impression. Whatever role or industry you are in, it is important to dress sharp and present a professional image to your customers and colleagues. However, it is true that expectations can vary in different workplace settings. These days, especially with many start-ups that have a different and more laidback culture professional work attire may not necessarily mean a suit & tie combination. The best way to approach this is to observe your colleagues and bosses, and match their level of formality as closely as you can.


I hope you will have a healthy and successful Year of the Dog ahead!

For more business solutions and insights, follow Canon Singapore on LinkedIn.