Transcript Excelling as a First-Time Manager or Supervisor

Excelling as a First-Time
Manager or Supervisor
Presented by
SkillPath Seminars
Take Charge and Put Your Best Foot
Forward From the Beginning
1. Listen and learn
2. Use hands-on techniques to learn
3. Make time to get to know your
employees
4. Avoid making sudden changes
5. Be available and visible
6. Be confident
© 2007 SkillPath Seminars. All rights reserved.
Establish Your Authority, Boost
Your Credibility and Earn Respect
Be fair and consistent
2. Communicate
effectively
3. Involve team members
in decisions
4. Have a thorough
understanding of
department procedures
5. Have a positive,
enthusiastic attitude
6. Confront and deal with
poor performance
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© 2007 SkillPath Seminars. All rights reserved.
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Give employees
recognition for a job
well done
Be proactive
Do unpleasant duties
right away—don’t
procrastinate
Accept responsibility for
mistakes
Be respectful toward
your employees
Enjoy your job
Why Bosses Turn People Off—
and Leaders Turn People On
Bosses
- Push workers
- Manage solely with
policies and procedures
- Punish
- Hold power
© 2007 SkillPath Seminars. All rights reserved.
Leaders
+ Have vision
+ Encourage creativity
+ Communicate
+ Empower
+ Motivate
+ Challenge
+ Demonstrate confidence
and integrity
+ Encourage ownership
The Advantages of Being Available
and Visible to Workers
You’re able to develop relationships
 You learn what goes on outside your
office
 You’re able to spot problems early
 You’ll see a decrease in “goofing off”
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© 2007 SkillPath Seminars. All rights reserved.
Reasons to Delegate
To allow managers to spend time on
tasks to which they can add the most
value
 To divide work among team members so
it can be done more efficiently
 To increase employee commitment to
the company
 To develop team members
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© 2007 SkillPath Seminars. All rights reserved.
Benefits of Delegation
Frees your time for other tasks
 May produce better results
 Enriches and challenges other people
 Is cost effective
 Educates and trains other people
 Increases your span of accountability
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© 2007 SkillPath Seminars. All rights reserved.
A Nine-point Checklist to Help You
Delegate Effectively
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Does the employee
have all the necessary
skills?
Be sure you give the
employee the necessary
authority to carry out the
job
Employees must have
the resources needed to
carry out the task
Hold your employees
accountable
© 2007 SkillPath Seminars. All rights reserved.
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Reward success
Be sure your
expectations are clear
Gain acceptance
Evaluate
Give your employees
ALL pertinent
information
When Praising
Praise with purpose
 Target your praise
 Praise authentically
 Praise with the right frequency
 Praise as close to the action as possible
 Praise in public
 Reprimand in private
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© 2007 SkillPath Seminars. All rights reserved.
The Six Keys to Clarity
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Always use the simplest word available.
Avoid indefinite words.
Isolate your most important ideas into
separate statements.
Follow grammar rules—within reason.
Be aware of your nonverbal skills.
Check in with the receiver periodically.
© 2007 SkillPath Seminars. All rights reserved.
The 10 Keys to Leading Successful
Meetings
Circulate an agenda at least two days before the meeting
2. Assign specific roles such as timekeeper, minutes taker and
gatekeeper
3. Distribute handouts before the meeting starts
4. Be sure the meeting starts and ends on time
5. Cover problems first, planning second and miscellaneous third
6. State the meeting’s purpose at the beginning
7. Stick to your agenda
8. Summarize meeting decisions
9. Be sure everyone has a chance to contribute and that no one
monopolizes the conversation
10. Begin to summarize the meeting 10 – 15 minutes before it is over
1.
© 2007 SkillPath Seminars. All rights reserved.
Six Keys To Listening Effectively
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Tune in
Ask for an overview statement
Take notes
Notice the speaker’s delivery style, but don’t
take it too seriously
Repeat the message back to the speaker in
your own words
Take a moment to consider what was said
before you respond
© 2007 SkillPath Seminars. All rights reserved.
Overcoming Supervisor-Employee
Communication Barriers
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Watch for inadequate listening—on
both your parts
Appeal to the interest of the receiver
Confront preconceived ideas
Beware of differences in meaning
Use bias-free language
Repeat messages and avoid
communication overload
© 2007 SkillPath Seminars. All rights reserved.
Common Reasons for Poor Employee
Performance
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The employee doesn't know what to do or
what is expected
There is a mismatch between the employee’s
skills and the job requirements
The employee receives no feedback and is
unsure where he or she stands
There is low morale in the workplace
The employee lacks motivation
The employee has family, health or drug
abuse problems
© 2007 SkillPath Seminars. All rights reserved.
Six Steps You Must Take Before
Termination
Develop and distribute the employee’s development
plan (performance improvement plan)
2. Conduct regular performance appraisals
3. Document efforts to help the employee improve
4. Document verbal warnings or informal performance
meetings
5. Issue and document a written warning as a result of a
formal performance meeting
6. Consult with appropriate personnel to be sure that
proper procedures have been followed
1.
© 2007 SkillPath Seminars. All rights reserved.
The Purpose of a Performance Review
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Enhance your employee’s performance
Let employees know their strengths and
weaknesses
Provide a review of past performance
Establish new performance goals
Provide an opportunity for communication
Aid in career development
Obtain formal documentation of employee
performance which can lessen the risk of legal
action for wrongful termination
© 2007 SkillPath Seminars. All rights reserved.
To Address Tardiness and Absenteeism
Understand the root cause
Find out how frequently the behavior occurs
throughout the organization
3. Establish consistent policies
4. Enforce the policy equally
5. Offer incentives for positive behavior
6. Publicize the policy and the incentives
7. Show your concern over the employee’s inability to
practice positive behavior
8. Look for patterns
9. Take corrective action
10. Take disciplinary action if the behavior persists
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© 2007 SkillPath Seminars. All rights reserved.
When an Employee Makes a Mistake
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Remain calm
Decide how serious the mistake is
Look to see if mistakes are made often and are widespread
Decide what your inclination is—assistance or discipline?
Don’t become consumed by the mistake
Listen to the employee’s side—privately
Ask the employee what he or she will do differently next
time
Put the mistake behind you and forget it
Make it a point to praise the employee when he or she
does something well the next time
Understand
© 2007 SkillPath Seminars. All rights reserved.
When You’re the One Who Makes
a Mistake
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Don’t panic
Contain the damage—if possible
Decide the best way to fix the blunder
Be objective about the seriousness of
your mistake
Tell your boss
Treat your mistakes as learning
opportunities
© 2007 SkillPath Seminars. All rights reserved.
Common Causes of Conflict
Competition for limited resources
 Differences in values and goals
 Different problem-solving styles
 Rivalries
 Jealousy
 Pressure
 Unmet promises
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© 2007 SkillPath Seminars. All rights reserved.
Interruptions, Procrastination and Other
Time Robbers
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Announce a time limit.
Get to the point assertively.
Use the “walk-talk” method.
Arrange your desk with your back to the door to
discourage drop-ins.
Maintain your work posture.
Check voice mail and return calls in chunks of time.
Treat phone calls like meetings.
Slip a task you dislike between favorite ones.
Provide yourself mini-rewards for task completion.
© 2007 SkillPath Seminars. All rights reserved.
How to Bear the Emotional Burden
of Supervisory Nightmares
Don’t take it personally.
2. List your payoffs.
3. Manage your stress effectively.
4. Measure your problems.
5. Talk with someone trustworthy.
6. Work on your skills.
7. Care about your people and the work.
1.
© 2007 SkillPath Seminars. All rights reserved.
Developing an “I’m OK” Attitude
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Schedule time for yourself
Make use of goal setting, affirmations and
visualizations
Keep a positive focus
Build on your strengths
Take care of your physical self
Turn negative situations into positive
challenges
Build a support group
Celebrate your victories and accomplishments
© 2007 SkillPath Seminars. All rights reserved.
Excelling as a First-Time
Manager or Supervisor
Presented by
SkillPath Seminars