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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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”
© 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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
When Praising
Praise with purposeTarget your praisePraise authenticallyPraise with the right frequencyPraise as close to the action as possiblePraise in publicReprimand in private
© 2007 SkillPath Seminars. All rights reserved.
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.
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
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
© 2007 SkillPath Seminars. All rights reserved.
Common Causes of Conflict
Competition for limited resourcesDifferences in values and goalsDifferent problem-solving stylesRivalriesJealousyPressureUnmet promises
© 2007 SkillPath Seminars. All rights reserved.
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.
© 2007 SkillPath Seminars. All rights reserved.
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.
© 2007 SkillPath Seminars. All rights reserved.
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