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Problem-solving applied to Project Management

Seth Carlson • October 24, 2023

Creative Problem-solving for Project Management using: Divergent thinking, Lean Sigma Six, 5 Whys and More


How to start Problem-solving for Project Management

To start problem-solving, it is important to understand the various problem-solving methodologies. Some of the most common are Lean Sigma Six, the 5 Whys methodology, divergent thinking, and the Kaizen process improvement. Lean Sigma Six focuses on eliminating waste, unevenness, and overburden to optimize processes. The 5 Whys technique involves asking "why" multiple times to uncover the root cause of a problem. Divergent thinking focuses examines the problem from new perspectives to find creative or unconventional solutions. Kaizen process improvement eliminates waste, improves productivity, and achieves sustained continual improvement in specific activities and processes of an organization. By combining these approaches, project managers can effectively identify and address issues in a systematic and efficient manner.


1. Define the problem

To effectively solve a problem, it is important to diagnose the situation and focus on the problem itself, rather than just its symptoms. Helpful problem-solving techniques include using flowcharts to identify the expected steps of a process and cause-and-effect diagrams to define and analyze the root causes.

The sections below provide an explanation of key problem-solving steps. These steps promote the involvement of interested parties, the use of factual information, the comparison of expectations to reality, and a focus on the root causes of a problem. To begin, you should:


  1. Review and document the current processes, including who is involved, what information is used, what tools are utilized, how communication occurs with organizations and individuals, the time frame involved, and the format used.
  2. Evaluate the potential impact of new tools and revised policies in the development of your desired "what should be" model.


2. Generate alternative solutions

To enhance the value of your ideal solution, it is recommended to postpone the selection of one solution until several problem-solving alternatives have been proposed. Once you have decided on the "what should be" model, this target standard becomes the basis for developing a road map for investigating alternatives. Brainstorming and team problem-solving techniques are both useful tools in this stage of problem-solving.


It is important to generate many alternative solutions to the problem before final evaluation. A common mistake in problem-solving is evaluating alternatives as they are proposed, leading to the selection of the first acceptable solution, even if it may not be the best fit. By focusing on achieving desired results, we may miss the opportunity to learn something new that could lead to real improvement in the problem-solving process.


3. Evaluate and Select an Alternative

Skilled problem solvers employ a set of criteria to guide their selection of the most suitable alternative. They take into account the following factors:

  • The extent to which a specific alternative will resolve the problem without giving rise to unforeseen issues.
  • The acceptance of the alternative by all parties involved.
  • The likelihood of successfully implementing the alternative.
  • The compatibility of the alternative with organizational constraints.


4. Implement and Follow Up on the Solution

Leaders may be called upon to direct others to implement the solution, "sell" the solution or facilitate the implementation with the help of others. Involving others in the implementation is an effective way to gain buy-in and support and minimize resistance to subsequent changes.

Regardless of how the solution is rolled out, feedback channels should be built into the implementation. This allows for continuous monitoring and testing of actual events against expectations. Problem-solving, and the techniques used to gain clarity, are most effective if the solution remains in place and is updated to respond to future changes.


Types of Problem-Solving Methods for Project Management


Lean Sigma Six

  1. Define: This refers to the first step in the Lean Sigma Six methodology. It involves clearly defining the problem or goal that needs to be addressed.
  2. Measure: This step involves collecting data and measuring the current state of the process or system that is being analyzed.
  3. Analyze: Once the data has been collected, it is analyzed to identify any patterns, trends, or root causes of the problem.
  4. Improve: This step focuses on finding solutions and implementing changes to improve the process or system based on the analysis conducted in the previous step.
  5. Control: The final step is to establish controls and measures to ensure that the improvements made are sustained over time.

Overall, Lean Sigma Six is a methodology that aims to improve processes and systems by following a structured approach of defining, measuring, analyzing, improving, and controlling. If you are interested in learning more on how to apply this methodology visit you can start with your white belt certification. When analyzing the data approach it as an iterative process focus on the highest leverage activities first. Solve the biggest areas of waste or inefficiency first.


5 Whys Problem Solving Technique

When a problem arises, it's often tempting to jump straight into finding a solution. However, taking a little bit of time to identify the underlying cause of the problem can help you find a more effective and long-lasting solution.


One popular technique for doing this is the "5 whys" technique. As the name suggests, this technique involves asking "why" five times to get to the root cause of a problem. Here's how it works:


  1. Start by identifying the problem you want to solve. This could be anything from a technical issue with a product to a communication breakdown between team members.
  2. Ask yourself "why" the problem is happening. For example, if the problem is a technical issue with a product, you might ask "why is the product malfunctioning?"
  3. Take the answer to the first "why" and ask "why" again. For example, if the answer to the first "why" is "because the product is overheating," you might ask "why is the product overheating?"
  4. Repeat this process of asking "why" and answering the question until you've asked "why" five times.
  5. Once you've identified the root cause of the problem, brainstorm possible solutions that address that root cause.


Example of 5 whys technique in practice:


Problem: Our sales team isn't meeting their targets.

  1. Why is the sales team missing their targets? Because they're not making enough sales.
  2. Why aren't they making enough sales? Because they're not closing enough deals.
  3. Why aren't they closing enough deals? Because they're not connecting with potential customers.
  4. Why aren't they connecting with potential customers? Because they don't understand their needs.
  5. Why don't they understand their needs? Because they haven't received enough training on how to do so.


Solution: Provide additional training to the sales team on how to connect with potential customers and understand their needs.


As you can see, the 5 whys technique helped us identify the root cause of the problem (lack of training) and come up with a more effective solution.


The 5 whys technique is a simple yet powerful tool that can help you solve problems more effectively and efficiently. By identifying the root cause of a problem, you can find solutions that address that cause rather than just treating the symptoms. Give it a try next time you're faced with a problem!


Kaizen Process Improvement


One highly effective methodology that has gained significant popularity is Kaizen process improvement. Derived from the Japanese words "kai" (change) and "zen" (good), Kaizen focuses on making small, incremental changes to improve processes, boost productivity, and drive sustainable success.


Understanding the Principles of Kaizen:

  • Continuous Improvement: Kaizen emphasizes the belief that small, ongoing improvements lead to significant long-term benefits. It encourages employees at all levels of an organization to identify and implement small changes that contribute to overall progress.
  • Respect for People: Kaizen recognizes the importance of empowering employees and fostering a culture of collaboration, trust, and mutual respect. It encourages involvement and engagement from all stakeholders to drive improvements.
  • Standardization: Kaizen promotes the establishment of standardized processes and procedures to ensure consistency and efficiency in operations. By identifying and documenting best practices, organizations can eliminate waste and reduce errors.
  • Muda Wastefullness refers to any activity or process that does not add value to the final product or service. It includes things like unnecessary movement, waiting time, overproduction, defects, and excess inventory.
  • Mura Unevenness refers to variations or inconsistencies in the workload or demand within a process. It can lead to inefficiencies, bottlenecks, and overburdening of resources. By reducing unevenness, a process can become more stable and predictable.
  • Muri Overburden refers to excessive strain or overload on resources, such as equipment, people, or systems. It occurs when the workload exceeds the capacity or capability of the resources, leading to errors, delays, and decreased productivity.


Benefits of Kaizen Process Improvement:

  • Enhanced Efficiency: Kaizen helps organizations identify and eliminate waste, streamline processes, and optimize resource utilization. This leads to increased productivity and reduced operational costs.
  • Improved Quality: By focusing on continuous improvement, Kaizen helps identify and eliminate defects, errors, and inconsistencies, resulting in higher product and service quality.
  • Engaged Workforce: Kaizen encourages employee participation and involvement, fostering a sense of ownership and commitment. This leads to increased job satisfaction, motivation, and a positive work culture.
  • Sustainable Growth: By continuously seeking improvement, organizations practicing Kaizen can stay ahead of the competition, adapt to changing market dynamics, and achieve long-term growth and success.


Implementing Kaizen Process Improvement:

  • Leadership Commitment: Successful implementation of Kaizen requires strong leadership commitment and support. Leaders must actively encourage and participate in the process, setting an example for others to follow.
  • Employee Engagement: Involving employees from various levels and departments is crucial for the success of Kaizen. Organizations should create platforms for open communication, feedback, and idea-sharing to harness the collective wisdom of their workforce.
  • Data-Driven Approach: Kaizen relies on data and evidence to drive improvements. Organizations should collect, analyze, and interpret relevant data to identify areas for improvement and measure the impact of implemented changes.
  • Continuous Learning: Kaizen is an ongoing process. Organizations should foster a culture of continuous learning, providing training and development opportunities to employees and encouraging experimentation and innovation.


Kaizen process improvement is a powerful methodology that enables organizations to drive continuous growth, improve efficiency, and foster a culture of collaboration and innovation. By embracing this philosophy, organizations can unlock the potential of their workforce, eliminate waste, and achieve sustainable success. Kaizen is not a one-time initiative but a long-term commitment to continuous improvement, ensuring organizations stay competitive in an ever-evolving business landscape.


Divergent Thinking

Divergent thinking is a dynamic problem-solving approach that emphasizes creativity, imagination, and the generation of multiple solutions. Unlike structured and linear thinking, divergent thinking embraces exploration, curiosity, and the ability to think beyond conventional boundaries. Divergent thinkers excel at coming up with diverse and innovative ideas, seeing connections that others may overlook, and developing unique solutions to complex challenges. For a more in-depth understanding of Divergent thinking read this article Here.


Divergent Thinking Exercise

To practice divergent thinking, grab a piece of paper and a writing apparatus. Set a timer on your phone for 120 seconds. Think of a brick and write down as many different uses for it as you can possibly think of. Consider the various ways a brick could provide value or be used in life.

How many uses did you come up with? If you wrote down more than 10, you probably applied some divergent thinking. Notice that the exercise did not constrain the dimensions, material, shape, or features of the brick. If you wrote less than 10, try playing with those variables and see if you can think of more uses.


Applying Divergent Thinking to Project Management

Now that you have seen how to use divergent thinking with a brick, you might be wondering how you can apply this thought process to project management. The applicability of divergent thinking depends on the types of problems you are solving. Even if you are working on constrained problems, it can still be a valuable exercise. Try to ignore the constraints and come up with incredible ideas. If you need a jump start, ask yourself a few of the following questions:


Project Management Problem-Solving Example:

  • If I were to spend 10x the amount of time on this project what improvements would I make to have a better finished project to justify the additional time?
  • If I were to spend 10x the amount of money on this project what improvements would I make to have a better finished project to justify the additional cost?
  • How could I obtain 90% of the 10x results without the additional time and money?
  • How could I spend 1/10th of the amount of time on this project and still improve the end outcome?
  • How could I spend 1/10th of the amount of money on this project and still improve the end outcome?


Conclusion

When it comes to problem solving in project management, there are various methodologies to consider. It is important to note that no single methodology can be applied universally. To enhance your problem solving skills in a project management context, it is crucial to grasp the underlying principles that drive the process and incorporate those concepts into your critical thinking. 


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Emphasizing Research And Hands-On Experience Importance of Research Experience In the field of biotechnology, the ability to conduct research and experiments is paramount. Candidates should demonstrate their experience in developing new drugs, vaccines, or diagnostic methods as these activities highlight their contribution to important advancements in healthcare. Research roles often require designing and executing laboratory tests, where meticulous attention to detail and the ability to interpret findings critically are crucial. Biotechnologists must also stay current with scientific literature and advancements, applying cutting-edge techniques to their research projects, which significantly enhances their professional value. Furthermore, presenting research findings at conferences and educational events not only showcases communication skills but also places candidates in the spotlight within the scientific community. This exposure is beneficial as it demonstrates an individual's active participation in the broader scientific dialogue, which is a critical component of career growth in biotechnology. Detailing Hands-On Experience Hands-on experience in biotechnology is not limited to laboratory work but extends to the application of bioinformatics tools and software for analyzing biological data. For instance, a biotechnologist who utilized bioinformatics tools to discover novel biomarkers for disease diagnosis has shown not only technical proficiency but also the ability to contribute tangibly to medical science. This type of achievement, especially when patented, provides a compelling narrative of a candidate’s capabilities on their resume. Candidates should also detail their role in directing or managing research projects. For example, leading a team in the development of a new agricultural biopesticide that significantly reduced pest-related crop damage demonstrates leadership and the ability to drive successful projects. Such experiences suggest a readiness to handle responsibilities that directly affect business outcomes, making the candidate attractive to potential employers. Moreover, documenting these experiences in a clear and structured manner is essential. Listing the specifics of experiments, the techniques used, and the outcomes achieved provides a transparent and detailed account of a candidate's technical and operational competencies. For resumes, it's beneficial to format these accomplishments in a way that highlights the impact and relevance to the prospective job, such as detailing the development of biotechnological products that have progressed to clinical trials or market . By effectively emphasizing both research and hands-on experiences, biotechnologists can illustrate a robust skill set that encompasses both the theoretical and practical aspects of the industry, making them highly competitive candidates in the job market. Including Soft Skills And Achievements In the competitive field of biotechnology, distinguishing oneself extends beyond technical prowess to include a robust set of soft skills and notable achievements. These elements are increasingly valued by recruiters who are not only interested in a candidate's hard skills but also their ability to integrate into and enhance the company culture. Key Soft Skills for Biotechnologists The biotechnology sector, known for its collaborative environment, places a premium on effective communication. Biotechnologists must articulate complex scientific concepts clearly and adapt their messaging for various stakeholders, including colleagues, government officials, and patients. Creativity and problem-solving are equally crucial, requiring a blend of analytical thinking to interpret data and innovative approaches to overcome unique challenges. As the industry rapidly embraces digital innovation, digital literacy becomes essential, not just in utilizing specific tools, but in adapting to new technologies that are transforming the sector. Leadership and teamwork are also pivotal, as most roles within the industry involve collaborative projects. Demonstrating strong leadership coupled with the ability to work effectively within a team setting can significantly enhance a biotechnologist’s resume. Moreover, the ability to manage stress effectively and maintain organization across multiple projects highlights a candidate's resilience and operational competence, traits that are highly attractive to potential employers. Highlighting Professional Achievements When it comes to professional achievements, it is beneficial for biotechnologists to detail specific instances where their contributions have led to significant advancements or improvements. For instance, a biotechnologist might highlight their role in a project that developed a new diagnostic method or therapeutic agent, specifying how their work contributed to the project's success and the impact it had on advancing medical science. Achievements can also include leadership in significant research initiatives or contributions to biomanufacturing processes that have enhanced product quality, yield, or efficiency. Documenting these accomplishments provides concrete examples of a candidate’s ability to drive innovation and deliver results that align with organizational goals. Candidates should consider including quantifiable outcomes such as percentage improvements in process efficiencies , reductions in project timelines, or increases in funding attributable to their research findings. Such data not only concretizes their contributions but also demonstrates their capacity to meet and exceed industry standards. By effectively integrating soft skills with professional achievements, biotechnologists can present a well-rounded resume that not only showcases their technical capabilities but also their personal attributes and accomplishments, making them standout candidates in the biotechnology job market. Conclusion Throughout this guide, we've toured the critical components of constructing an impactful biotechnology resume, from underscoring technical proficiencies and research accomplishments to the nuanced inclusion of soft skills and professional achievements. By tailoring one's resume to the specific job description, organizing sections for maximal impact, and highlighting both academic credentials and hands-on experience, candidates can effectively communicate their readiness to contribute to the biotechnology field. Emphasizing the balance between scientific expertise and the ability to thrive in collaborative environments reinforces a candidate's potential as an invaluable asset to prospective employers. In navigating the competitive terrain of the biotechnology industry, a well-crafted resume serves not merely as a summary of experiences but as a strategic tool that showcases a candidate's unique value proposition. By drawing upon the best practices outlined in this guide, aspiring biotechnologists can elevate their job search strategy, aligning their presentation with the expectations of industry leaders and paving the way toward career advancement. As the field continues to evolve, staying attuned to both technological advancements and shifts in the job market will remain pivotal for those seeking to make their mark and drive innovation within the sphere of biotechnology. FAQs 1. What should I include in the objective section of my biotechnology resume? A strong objective for a biotechnology resume could be: "As an enthusiastic and innovative Biotechnology graduate with a solid background in molecular biology and bioinformatics, I am eager to apply my research skills and understanding of genetic engineering to contribute to groundbreaking projects at a leading biotech firm." 2. Is securing a job in biotechnology challenging without extensive education? Yes, it is quite challenging to secure an entry-level position in biotechnology without at least a four-year degree. A Bachelor of Science in biology, biotechnology, chemistry, or a related field is typically necessary. Possessing a Master’s degree can further enhance your job prospects. 3. What is the recommended length for a biotech resume? A biotech resume should ideally be one to two pages long. The length can vary depending on your level of experience and the details of your career history. 4. What is the preferred format for a biotech CV? The most effective format for a Biotechnology CV is the hybrid or combination format. This format equally emphasizes your skills and work experience. It is advisable to start with a strong summary of your biotech expertise, followed by a detailed skills section that highlights your technical and research capabilities.
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In today’s fast-paced job market, the concept of job hopping has garnered significant attention as a strategy for career development and maximized earnings. Once perceived negatively, job hopping is now recognized for its potential in skill development, offering employees opportunities to climb the job ladder and achieve career advancement more rapidly. This shift in perception highlights a changing landscape where employee retention strategies and desires for a diverse skill set take precedence. Understanding the dynamics of job change is crucial for professionals seeking to optimize their career trajectories and financial outcomes. The article delves into the historical and current context of job hopping, exploring its advantages and the economic and personal factors influencing decisions to switch jobs. It provides a comprehensive look at how intentional job hopping can play a pivotal role in maximizing earnings and enhancing retirement savings. Through an exploration of strategies for timing job changes effectively, readers will gain insights into balancing the pursuit of career growth with financial stability. Crucially, this guide offers a roadmap for navigating the complexities of the job market, emphasizing the importance of strategizing job moves for long-term career success and fulfillment. Job-Hopping: Historical and Current Context Historical Studies on Job-Hopping Job hopping has been a notable trend for years, influenced significantly by the labor market's dynamics. Historically, rapid transitions between jobs were seen as a red flag by employers, indicating potential instability or a lack of loyalty. This perspective was prevalent until employers began to notice the evolving nature of career paths over the decades. In the past, particularly before the 1980s, companies often rewarded long-term employment with steady career progression and increased pay. However, the landscape shifted dramatically with widespread corporate downsizing and layoffs, leading to a change in how job loyalty was perceived. Current Data from Atlanta Federal Reserve Recent data from the Atlanta Federal Reserve highlights the economic implications of job-hopping. In 2022, approximately 49% of individuals who changed jobs were able to outpace inflation with their salary adjustments, compared to only 42% of those who remained with their employers. This trend underscores the potential financial benefits of job-hopping in an era of high inflation and cost of living increases. The Federal Reserve's Wage Growth Tracker indicates that the median wage growth for job switchers often surpasses that of individuals who stay in their positions, reflecting the potential for job-hopping to enhance earnings in a tight labor market. These insights illustrate the transformation in job-hopping's role within the modern employment landscape, emphasizing its potential for career development and financial improvement when strategically managed. Advantages of Frequent Job Changes Job-hopping offers numerous career benefits, one of the most significant being the potential for increased earnings. Research indicates that 60% of professionals who changed jobs reported a salary increase, with many experiencing nearly a 10% boost in their earnings compared to the average 2.1% raise from staying with the same employer. If you want to figure out how this could impact your lifetime earnings experiment with some numbers using Acquired Salary's Lifetime Earnings Calculator . Compounding Wage Increases The strategy of moving between jobs not only provides immediate financial benefits but also compounds over time. As individuals negotiate higher starting salaries with each move, they set a progressively higher base for future salary increases. This can significantly enhance long-term earnings, making job-hopping a potentially lucrative career choice. Skill Development and Professional Growth Beyond financial gains, frequent job changes can accelerate skill diversification and professional growth. Transitioning across different roles and industries allows professionals to acquire a broad set of skills, making them adaptable and versatile. This adaptability is increasingly valuable in today's dynamic job market. Job hoppers often gain unique insights by working in varied environments, which can lead to a more comprehensive understanding of their field. This exposure is crucial for personal development and helps in building a well-rounded professional profile that is attractive to future employers. Moreover, the experience gained from diverse job roles enhances an individual’s capability to handle complex challenges, thereby increasing their value within the workforce. Each new role offers opportunities to learn and apply new skills, which can be critical for long-term career success and satisfaction. In conclusion, frequent job changes can serve as a catalyst for both wage growth and personal development. By embracing job-hopping, professionals can not only boost their earnings but also enhance their adaptability, making them more equipped to thrive in various work environments and advance their careers. Economic and Personal Factors in Job Switching Effects of Inflation on Salary Consciousness Inflation significantly influences career decisions, with 80% of survey participants acknowledging its impact on whether to seek higher-paying jobs or negotiate for better salaries. This sentiment is echoed by another survey where one-third of respondents consider inflation a major factor in their career choices, and 46% view it as at least a minor factor. The escalating cost of living drives employees to demand higher wages, with 78% believing that changing jobs remains a more lucrative option despite ongoing economic uncertainties. Changing Employee Priorities Post-Pandemic The pandemic has reshaped employee values significantly. Over 50% of workers now prioritize mental health support when choosing an employer, highlighting a shift towards well-being in the workplace. Additionally, diversity, equity, and inclusion (DEI) have become critical factors, with nearly 80% of job seekers emphasizing their importance in potential workplaces. The demand for continuous learning and professional development is also on the rise, with approximately 70% of employees citing these opportunities as key to job satisfaction. This evolving landscape indicates a profound change in what employees value most in their career paths. Maximizing Earnings and Retirement Savings Negotiating Raises and Benefits is a crucial aspect of maximizing earnings. In the current job market, individuals have the opportunity to negotiate not only salary but also additional perks and benefits. It's important to manage the negotiation process effectively, maintaining likeability and indicating a genuine interest in the role to potential employers. Being prepared for tough questions and considering the entire compensation package, including benefits and growth opportunities, can significantly impact the negotiation outcomes. Moreover, understanding the value one brings to an organization can strengthen their negotiating position. It's recommended to gather comprehensive information about industry salary standards and to prepare to discuss one's contributions and achievements. This preparation helps in justifying the demand for a higher salary or better benefits, which can lead to substantial increases in lifetime earnings . Increasing Employer Contributions to Retirement Accounts is another vital strategy. Employees should be aware of the contribution limits and the matching policies of their employers. For instance, some employers match 50% of contributions up to a certain percentage of the employee's salary, which can substantially increase the value of retirement savings over time. It's essential to maximize these contributions to benefit from employer matches, which effectively doubles the investment in one's retirement savings. When transitioning between jobs, it's important to consider the options for one's existing 401(k) plans. Options include leaving the account with the former employer, rolling it over to a new employer's plan, or moving it into an IRA. Each option has implications for investment choices and tax implications , which should be carefully considered to maximize retirement savings. These strategies, when combined, offer a robust approach to not only enhance immediate earnings but also secure financial stability for the future through thoughtful negotiation and retirement planning. Conclusion Navigating the current job market requires a blend of strategic career moves and an understanding of economic trends influencing job-switching. Through exploring the evolution of job hopping from a frowned-upon practice to a recognized strategy for career advancement and financial gain, this article underscores the importance of intentional job changes. Emphasizing strategies such as negotiating salary increases and benefits, maximizing employer contributions to retirement accounts, and understanding the broader economic factors, including inflation, offers a roadmap for professionals aiming to maximize their earnings and achieve their career goals. Ultimately, the journey toward maximizing earnings entails more than frequent job changes; it involves a holistic approach to career development, including skill advancement, adaptability, and negotiating prowess. As professionals navigate their career paths, remaining informed about market trends and being proactive in career planning are crucial steps toward securing both financial stability and career satisfaction. Encouraging further research and continuous learning in the dynamics of job market trends, this article serves as a foundation for those seeking to optimize their career trajectory in a rapidly evolving professional landscape. FAQs What is the maximum recommended duration to stay at a job? It's advisable not to stay at a job for less than two years as it may label you as a job hopper, potentially seen as unfocused or difficult. On the other hand, staying in the same role for over ten years might lead recruiters to question your ambition or your ability to adapt to new challenges. What is the minimum duration to stay at a job to avoid the stigma of job hopping? To avoid the stigma of job hopping, it's recommended to stay at each job for at least six months. Staying longer demonstrates a commitment to your role and indicates that you enjoy your work and are not leaving merely due to dissatisfaction. Is staying at a job for only two years considered job hopping? Yes, frequently moving from one job to another every one or two years is typically considered job hopping. This pattern can be perceived as a lack of stability. Should financial incentives motivate you to stay longer at a job? Before seeking a raise or considering a job change for higher pay, assess whether you genuinely merit a higher salary based on your exceptional performance and contributions beyond your regular duties.
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