Meet Ivenials #5 - Kamila Wojciechowska

I realize that most employees, upon hearing my name, automatically associate it with the HR department. Although I personally identify with the term HR-Woman, it is worth noting that my responsibilities go beyond the traditional boundaries of this area. I dare say that my position is crucial for the effective functioning of the office from within.

Due to the diverse range of tasks I handle daily, I play a crucial role in supporting essential operational, administrative and organizational aspects within our company:

• Documentation management – oversee company, employee, and payroll documentation to ensure accurate salary calculations and timely payments.
  ‍
• Employee benefits and team relations – expand employee benefits, stay updated on legal regulations, and foster positive team relations by cultivating an effective and pleasant office atmosphere.
  ‍
• Recruitment support – assist in recruitment processes, organize meetings, and  prioritize creating a positive work environment throughout collaboration stages.
  ‍
• Financial oversight – manage financial aspects, including overseeing office supplies, monitoring purchasing costs and preparing precise financial reports for budget forecasting.
  ‍
• Event coordination – coordinate important events, training sessions, and corporate gatherings to bolster corporate culture and enhance employee engagement.
  ‍
• Office space management – ensure smooth office functioning by managing office space, providing necessary infrastructure, equipment and tools, and collaborating with the IT department.

In summary, my role in the company is dynamic and requires constant adaptation to changing needs and working conditions. I believe that this position plays a significant role in creating an efficient and friendly work environment.

Indeed, it's hard to believe that 4 years have already passed! It's a perfect opportunity for reflection. I must admit that I've witnessed significant changes in the company's structure, which have proven to be quite challenging, but at the same time have marked a crucial turning point in the development of our organization.

Looking back, I recall a sea of positive memories associated with our Team. A particular event for me was our integration trip to the Bieszczady Mountains, during which we baked pizzas until late at night. This time was not only a culinary challenge to feed over 20 people but also an opportunity to strengthen our relationships. I believe such moments create a solid foundation for effective and cohesive teamwork.

One of the most humorous and frequently recounted stories in the Team is an anecdote about our colleague who took on the mission of finding love. His main goal? Gathering information about the marital status of each team member’s sisters, hoping to discover a potential match. But that's not all! Our hero became a true love detective, delving into the colleagues' private lives and asking questions that others could only imagine. We all eagerly awaited the next episodes of this romantic soap opera in the office edition. Sometimes we wondered if it wouldn't be better than entertainment shows. But well, love is like a board game, and our colleague created his own unpredictable version!

Certainly, the dynamic growth of our company has brought numerous challenges. From the moment I started working here, when we were a much smaller Team, to the current period where we've experienced almost a threefold growth, I see many significant changes. I had to focus even more on efficient task and time management.

The first challenge was to effectively onboard the new employees. Each new Team member posed a unique challenge for me in terms of familiarizing them with company procedures, organizational culture, and ensuring that they quickly felt part of the Team. In addition, the company's dynamic development led to an increase in recruiting activities. We had to adapt our processes to meet the demand for new talent. Effective organization of recruitment processes, which we developed within the team, became critical to finding suitable candidates quickly.

Organizing meetings, training sessions, and events also became more complex with the Team's growth. Coordinating schedules, adjusting spaces, and ensuring that each event met expectations became additional challenges.

An incredibly important aspect is also the individual approach to each employee. With the company's growth, I began to realize the necessity of adapting my approach to diverse personalities and the needs of employees. My empathy and ability to effectively communicate with different people became crucial for maintaining harmony within the Team.

Inconclusion, the company's growth brought a series of challenges that required me to adjust strategies, manage time more effectively, and be flexible in interpersonal aspects. However, these challenges also became an opportunity for personal and professional development, making my job even more satisfying.

Effective time management is a crucial skill both in the context of my professional role and in everyday life. I am convinced that most of us would like to have at least a little more time, not only for work, but also for hobbies, family, or simply for ourselves. Below are some simple principles that I have successfully implemented in my life, based on various situations and challenges that I have experienced:

• Know your nature – it is a key starting point. We need to find the time during the day when we are most productive. For some, it might be the morning hours (which is my personal example), while for others, it could be the afternoon. During this time, we should focus on tackling the most challenging tasks. Let's also find our "golden hour," during which we are most effective and, at the same time, no one will disturb us.
  ‍
• Planning and task prioritization – try to determine which tasks are the most important and require immediate attention. In my work, I have always used the Eisenhower Matrix, dividing tasks based on urgency and importance. I focus on tasks that have the most significant impact on the company's goals. In planning, I also incorporate the popular 60:40 method. I don't plan100% of my time; I always leave a buffer in my daily schedule. Remember that we cannot plan our time down to the minute. 60% of my time is dedicated to planned activities, 20% to unpredictable tasks, and the remaining 20% to spontaneous activities, such as conversations with employees, building relationships.
  ‍
• Be assertive – assertiveness connects with the previous point. Don't let others disturb you when you need to focus on a very important task. Often, someone may need something from us. In this case, it's essential to determine whether it's an emergency situation requiring an immediate reaction or if the problem can wait.
  ‍
• Checklists & Due Date – creating a task list is a crucial part of daily planning. I would like to recommend my effective tool that I've been using for two years: Trello. Almost every day, I plan my tasks in it, determine their priorities, leave important comments, and, most importantly, sort tasks by due date. This helps me maintain discipline and, most importantly, avoid postponing tasks for later.
  ‍
• Delegating tasks – I am not afraid to delegate tasks if itis possible. This allows me to focus on tasks that require unique skills or limited access to sensitive data.
  ‍
• Efficient meeting management – if I plan a meeting, I immediately set a specific goal, agenda, and duration. I concentrate on essential issues to make the most of the meeting time and get answers to the most important questions
  ‍
• Eliminate distractions – I try to identify and limit distractors, such as excessive notifications or unnecessary conversations that take up a lot of time. I fight against disorder, and I'm not just talking about desk clutter. In computer work, the lack of order in documents is much more disruptive. It's essential to organize a system of folders properly and save individual documents in designated places. This is particularly helpful in managing electronic employee personal files.

• Calming music – another method for me is listening to relaxing music, which separates me from the environment and allows me to focus on what I'm currently doing.
  ‍
• Multitasking – doing many things at once usually means not completing anything thoroughly. My advice is to focus on one task and complete it. My work has proven to me many times that when we start multiple tasks simultaneously, it is harder to concentrate. Additionally, by switching from one task to another, we waste time and energy reminding ourselves of the task's goals or starting its implementation from scratch.
  ‍
• Rest and sleep – work is important, but time for rest is equally crucial. Regular breaks help us maintain high efficiency or time management strategies. An adequate amount of sleep is also fundamental for high productivity.

Working at Ivenium is a fascinating journey for me, providing a range of positive values and numerous opportunities. Flexible working hours and the option to work remotely help me manage my time more effectively and maintain a work-life balance.

Equally important is the opportunity to work with talented and passionate people with diverse skills and experiences. Together, we create an environment of creativity, collaboration, and mutual support. Each team member brings a unique perspective and knowledge that makes our work even more inspiring. I look forward to the future with pride and excitement at the prospect of many more years of working with our exceptional team.

In summary, I'm not afraid to say that our team is the driving force behind the company's success. After all, at Ivenium we emphasize that people are an integral part of our organizational culture. Henry Ford aptly summarized this idea when he said, "Coming together is the beginning, keeping together is progress, working together is success".