excelling as a first-time manager or supervisor presented by skillpath seminars

Excelling as a First-Time Manager or Supervisor

Presented bySkillPath Seminars

© 2007 SkillPath Seminars. All rights reserved.

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


Establish Your Authority, BoostYour Credibility and Earn Respect

1. Be fair and consistent2. Communicate

effectively3. Involve team members

in decisions4. Have a thorough

understanding of department procedures

5. Have a positive, enthusiastic attitude

6. Confront and deal with poor performance

7. Give employees recognition for a job well done

8. Be proactive9. Do unpleasant duties

right away—don’t procrastinate

10. Accept responsibility for mistakes

11. Be respectful toward your employees

12. 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

Leaders+ Have vision+ Encourage creativity+ Communicate+ Empower+ Motivate+ Challenge+ Demonstrate confidence

and integrity+ Encourage ownership


The Advantages of Being Availableand Visible to Workers

You’re able to develop relationshipsYou learn what goes on outside your

officeYou’re able to spot problems earlyYou’ll see a decrease in “goofing off”


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


Benefits of Delegation

Frees your time for other tasksMay produce better resultsEnriches and challenges other peopleIs cost effectiveEducates and trains other peopleIncreases your span of accountability


A Nine-point Checklist to Help You Delegate Effectively

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

Reward success Be sure your

expectations are clear Gain acceptance Evaluate Give your employees

ALL pertinent information


When Praising

Praise with purposeTarget your praisePraise authenticallyPraise with the right frequencyPraise as close to the action as possiblePraise in publicReprimand in private


The Six Keys to Clarity

1. Always use the simplest word available.

2. Avoid indefinite words.

3. Isolate your most important ideas into separate statements.

4. Follow grammar rules—within reason.

5. Be aware of your nonverbal skills.

6. Check in with the receiver periodically.


The 10 Keys to Leading Successful Meetings

1. 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


Six Keys To Listening Effectively

1. Tune in

2. Ask for an overview statement

3. Take notes

4. Notice the speaker’s delivery style, but don’t take it too seriously

5. Repeat the message back to the speaker in your own words

6. Take a moment to consider what was said before you respond


Overcoming Supervisor-Employee Communication Barriers

1. Watch for inadequate listening—on both your parts

2. Appeal to the interest of the receiver3. Confront preconceived ideas4. Beware of differences in meaning5. Use bias-free language6. Repeat messages and avoid

communication overload


Common Reasons for Poor Employee Performance

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


Six Steps You Must Take Before Termination

1. 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


The Purpose of a Performance Review

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


To Address Tardiness and Absenteeism

1. Understand the root cause2. Find out how frequently the behavior occurs

throughout the organization3. Establish consistent policies4. Enforce the policy equally5. Offer incentives for positive behavior6. Publicize the policy and the incentives7. Show your concern over the employee’s inability to

practice positive behavior8. Look for patterns9. Take corrective action10. Take disciplinary action if the behavior persists


When an Employee Makes a Mistake

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


When You’re the One Who Makes a Mistake

1. Don’t panic2. Contain the damage—if possible3. Decide the best way to fix the blunder4. Be objective about the seriousness of

your mistake5. Tell your boss6. Treat your mistakes as learning

opportunities


Common Causes of Conflict

Competition for limited resourcesDifferences in values and goalsDifferent problem-solving stylesRivalriesJealousyPressureUnmet promises


Interruptions, Procrastination and Other Time Robbers

1. Announce a time limit. 2. Get to the point assertively.3. Use the “walk-talk” method.4. Arrange your desk with your back to the door to

discourage drop-ins.5. Maintain your work posture.6. Check voice mail and return calls in chunks of time.7. Treat phone calls like meetings.8. Slip a task you dislike between favorite ones.9. Provide yourself mini-rewards for task completion.


How to Bear the Emotional Burdenof Supervisory Nightmares

1. 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.


Developing an “I’m OK” Attitude

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

Excelling as a First-Time Manager or Supervisor

Presented bySkillPath Seminars

excelling as a first-time manager or supervisor presented by skillpath seminars

Documents

meeting startsbe sure

learnmake time

employee commitment

necessary authority

necessary skills

right frequencypraise

problems earlyyoull

workersyoure able