The First step to wisdom is

SILENCE and the Second is

LISTENING

MANAGEMENT SKILLS

Ansaar Qureshi

Management

“Management is the act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively”

What’s Management?

Management is both art and science

It is the art of making people more effective than they would have been

without you.The science is in how you do that

The management skills pyramid

the skills a manager must master to be successful

how management skills build on each other toward success.

Leadership

Self

Management,

Time Management

Motivation, Training & Coaching, Employee Involvement

Plan, Organize, Direct & Control

Basic Management Skills for Beginning Managers

Level 1

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Planning

PlanningPlanning is first & most important step in any management task.

Theo Haimann: planning indicates in advance what is to be done.

Joseph Massie: planning is a process by which a manager looks to future and discovers alternatives.

Kreitner : planning is process coping with uncertainty by formulating a future course of action to achieve specified results

Strategic Planning

Tactical Planning

Operational Planning

Disaster Planning

Succession Planning

Crisis Planning

Compensation Planning

Types of Planning

Characteristics of Planning

Planning is a continuous process.

Planning is an intellectual activity.

Planning is forward looking

Planning is related to objectives.

Planning involves selection among alternatives.

Essentials of Effective Planning

Purpose Philosophy Premise Policies Plans Priorities & PRAYER

Vision Commitment Timelines Objectives Reporting Contingency Change.

Peter Drucker & 6 P’s 7 Essential’s of Good Plan

Organize

Organize

to get the team's work done in the most efficient

and effective mannerOrganize:

teams tasks projects

How to Organize

determine the roles needed

obtain resources and allocate them

to rolesorganize offices and data systems.

assign resources to roles and delegate

authority and responsibility to

them.

assign tasks to the roles

determine best resource (people or equipment) for the

role

It is seldom enough to organize things once

With constant

changes in:Resources

goals

external

factors

reorganize to

adjust for them:

Direct

Direct (Directing is the action step)

Make sure

the goal is clear to everyone

Do they all know

what the goal is?

Do they all know

what their role is in getting team to the goal?

Do they have

everything they need (resources, authority, time, etc.) to do their part?

Pull, don’t Push

Pull • Pull (lead people) by effective

directing• Motivate • Assist and inspire

Push• sit back and give orders

Control

Control or Monitoring

Monitor the work being done

Compare the actual progress to the plan

Verify that the organization is working as you designed

it

Control Tools

Scheduling Tools

•input your schedule and then update progress regularly•highlight changes in the schedule•identify corrective action to take

Financial Controls

•have a budget•The financial reports will let you know how your spending (on people and other resources) matches the plan.

People Controls

•make sure all the people are performing as planned.•If they are not, find and fix the cause

Find and Fix The Cause

Do they not understand the

goal?

Do they not have some resource

or skill they need?

Is the task too big for them and

needs to be modified or

assigned to a different

resource?

Give feedback on how their performance

meets the plan.

When it doesn't, you need to take

corrective action.

Quiz:1. How do you put a giraffe into a refrigerator?

--This question tests whether you tend to do simple things in an overly complicated way.

2. How do you put an elephant into a refrigerator?--This tests your ability to think through the repercussions of your actions.

3. The Lion King is hosting an animal conference, all the animals attend except one. Which animal does not attend?--This tests your memory.

4. There is a river you must cross. But it is inhabited by crocodiles. How do you manage it?This tests whether you learn quickly from your mistakes

Management Skills for Developing Your Team

Level 2

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What’s Motivation

MOTIVATION is a desire to achieve a goal,

combined with the energy to work towards

that goal.

MOTIVATION is the art of getting people to do

what you want them to do because they want

to do it.

What Motivates People

Salary

Working conditions

Benefits

Environment

Achievement

Responsibility

Recognition

Feed back

Learning & growth

External Rewards Internal Rewards

Motivation is everything

You can do the work of two people but you can’t be

two people. Instead, you have to inspire the next

guy down the line and get him to inspire his people.

Performance formula:

Ability*motivation*resources=PERFORMANCE

MotivationThe most fundamental team management skill

your team each individual member of the team

Each team member's motivation needs are different

perform

produce

deliver results you need

Increase motivation of: You can't accomplish your goals, unless your team is motivated to:

Motivating the team requires a different approach from motivating team members. (Motivation Tips)

Don’t be a de-motivator

Your greatest resource is your people

Keep the flame alive

Actively listen to your employees

People are not mushrooms

Get your people involved

Training and Coaching

It is unlikely that you will ever manage a team where everyone is adequately trained.

It is even more unlikely that you will have a team that never needs coaching.

Identify the training needs of your team members and be able to get that training for them.

Coach all the members of your team, even the well trained ones, to help them achieve their best levels of performance.

Training

New employee training•spend a few hours or a few months orienting new employees, there is a cost•New Employee Orientation (NEO) can save money in the long run if you take the time to properly train new people.

Cross training employees•Cross training is training someone in another activity that is related to their current work. •It is good for managers, because it provides you more flexibility, It is good for the employees too.• It lets them learn new skills, makes them more valuable, and can combat worker boredom.

Learn at lunch•Learn at Lunch, is a program to help employees grow and advance.•Learn how to set one up so both the company and the employees benefit from it.

What’s more useful when it’s broken?

Coaching ….. is not

Giving advice

Pointing out

mistakes

Showing people how to complete

task

Face time

There is a big difference between meeting with people on a regular basis and couching them (WHAT’S COACHING)

Mentorship used

to bring out a perso

n’s potent

ial

help them

overcome

obstacles and

achieve

goals

Provide a

process of

discovery that uses their goals and

recent experien

ces to uncover

their path to success

This takes time and

patience to

reveal to

them what they

might not see

on their own.

Coaching (techniques)

Employee Coaching: When To Step In

Let people make mistakes if they are going to learn. The trick is knowing when to step in and when to hang

back and let them try on their own.

What Professional Baseball Can Teach Professional Managers

Generally the teams with the best managers make it to the playoffs and to the World Series. In business, too,

it is usually the best managed companies that succeed. Are you the best managed company in your market?

Performance Management Instead of Layoffs

It costs too much to leave an incompetent manager in place. If the employee won't request a return to a level

at which they were competent, the company must take action. Specific training can be part of this.

Coaching, An Essential Management Skill

One of the most important things we do as managers is coach our subordinates. One of the most important

skills you can develop as a manager is that of a good coach.

Employee Involvement

All the training we do

all the motivation we attempt

all that positive feedback

morale building

Increasing employee involvement.

How do you get your employees engaged and committed?

Biggest mistake is to ignore employees

slacking off, decreases satisfaction and motivation and you lose them.

Get people involved

Inspire & admire

Give freedom to think for themselves.

Don't be a micro-manager

a little breathing room they have, will make them more innovative and more committed

How to innovate?

How do you get your employees engaged and committed? (cont)

reduce turnover

increase employee retention

Give clear goals and honest feedback

Employee retention

give opportunity to grow & tackle new challenges

stimulates & make them think beyond just punching a time clock

delegate properly & don't just dump more work

Delegate don’t dump

whatIf employees are not involved

they just come to work to warm a seat

you won't get their best performance

If you don't get their best, everything they do will cost you more than it should have

a high error or rework rate.

an innovative new idea that they

didn't share

Whatever the

issue, it will cost you.

Management Skills for Developing Yourself

Level 3

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I want to improve???

Self Management

As a manager, you are good at assigning work to

your employees and coaching them through the

difficulties so they can produce their best work.

You know how to motivate them and discipline

them. You have built them into a team.

Do you stay focused

on the tasks

that are truly

important

and

not just urgent?

Do you do your job the best you are able?

are you as good at

managing yourself as you

are at managing others?

Rules of Self Management

10 things to do to be a better Manager

Select the best people

Be a motivator

Build Your Team

Be a Leader, Not Only a Manager

Improve as a Communicator

Get Better At Managing

Money

Get Better at Managing Time

Improve Yourself

Practice Ethical Management

“Knowledge grows when shared”Words to forget

I can’t

Impossible

I’ll try

I have to

Worried

Stressed

Words to remember

I can

Possible

I’ll

I want to

Interested

Motivated

Words to forget

Yes, but

Someday

Difficult

Problem

Hate

Should/could have

I understand

Today

Challenging

Opportunity

Love

Will do

In order to think confidently you must act confidently; don’t be afraid to:

Sit up front Make eye contact

Walk 25% faster Speak up when you have something to

say

Smile BIG

Time Management (Time never gets tired of running)

I am very busy. The second crisis comes in before the first has finished.

I don’t feel I have achieved anything this year.

I don’t have control on my life. Things pile one on top of the other.

I wish I have more than 24 hours per day so that I can get more things done.

The system overloads me with work. There is no time to breathe

20% people feel they're short of time. They feel so concerned that they them self find answers to Time Mgmt.

10% people feel they are short of time. They realize this and are keen to get help and see how they can improve Time Mgmt.

70% people feel they are not short of time. They don’t mindlistening to someone, and thentell this it’s all impractical.

Where Are You?

Guess what????

What gets wet when

drying?

Balance your life

Balance in Life is important

Recognize each aspect of life

I am not getting enough time

for family/personal life

because of Work

80% of day is spent at work

Family

Work

Health Finance

To Do list

Don’t use multi-tasking, when you can use chunking

Meeting management

Managers spend a lot of time in meetings and a lot of time running meetings. You have less control over meetings you attend than over the one you set up. Make sure you get the most out of your meetings.

Creating TO DO Lists

Your daily list of tasks Tasks that take you towards your goals One Sheet a Day Tasks with defined importance:

Q1: important and urgent: deadlines, fire fighting

Q2: important and not urgent: Planning, Holidays

Q3: urgent and not important: Interruptions, meetings

Q4: not important and not urgent: junk mail , time wasters

Interruptions

Intrusive interruptions: phone call, personal conversations

Non-intrusive interruptions: e-mail Have a no-interruption periods:

Closed door policy Phone off the hook Use non-intrusive interruptions Prioritize and don’t be reactive

Meetings

Be bold to request absence from the meetings that are not useful to you

Give feedback & suggestions to improve effectiveness

Pre-circulate agenda if you are in charge Don’t accept shoddy preparation for too long Worth spending time to create filing system-

soft & hard

Leadership skills

Level 4

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A Manager manages Complexities & Leader manages Change

Maintain status quo Monitor situation Allocate resources Communicate targets Measure the results Feedbacks on trends

Strategic thinker Look forward and

create vision Challenge Motivate Inspire & lead

Manager Leader

What Is

Leadership

an essential quality in a manager. It’s how you get

your team fired up & willing to follow plan.

a skill that can be learned

like any other skill

a skill that can be

improved with practice

Why is Leadership Necessary?

Directs a team towards a

common goal

Efficiency Motivation Builds team connection

What does Leadership provide?

Leadership

followed by choice

Goals attained in a timely

manner

A more organized work-

force

Traits of a good leader

Charismatic personality

Becoming a Good Leader

PlanBecome a Teacher

Delegate

Encourage Independent

Thinking

Build a Team

Set an Example

Share Credit with

Subordinates

Leadership is not

Magic

God’s gift

Push (to give orders)

Belittling

Bottom LineManagement is a skill that can be learned

improve as a manager by working every day to get better

Best of luck