How to Excel as a First Time Manager

Receiving a promotion or stepping up in your role is a great achievement. However, becoming a respected and effective manager is a challenge unto its own. New managers often feel a sense of unease surrounding increased expectation to perform, along with adjusting to the responsibility of managing those who may have previously been their peers. Managers are generally the subject of scrutiny by frustrated employees in a workplace. Building good rapport is an important first step for any good manager. These are 5 steps a new manager can take to excel in their position.

1)    Training: 

Whilst some people are intrinsically good managers whether it be through their openness, communication (especially listening) skills, confidence or their general manner, it is always worthwhile to build on your current skill set. Taking up the opportunity to undertake a course in management either within your company if it is offered or externally can have lasting profitability in the long run. You may like to consider finding a good training program and getting all of the managers in your company on board!

2)    Effective mentoring: 

A manager who is able to mentor their team effectively is able to highlight an employee’s strengths and coach them in improving their weaknesses, in an engaging and respectful manner. Besides increasing employee productivity, this will also enable employees to reach their full potential.

3)    Character Judgement: 

One size doesn’t fit all and a good manager knows it. A manager should be able to tailor their managing strategy to each individual under their instruction in a way that promotes their best performance. This is achieved by acknowledging and respecting individual differences and is reflected in an employee’s work performance as a result of increased job satisfaction.

4)    Effective delegation:

A good manager knows they can’t do everything and is aware that another employee may have more knowledge and expertise in a particular area than themselves. To delegate effectively means to lose total control. This takes trust, respect and confidence in an employee’s abilities. By using effective delegation skills, a good manager can assign the right tasks to the right employee based on what they know about each individual’s strengths, knowledge and skills.

5)    Outstanding communication:

This doesn’t just mean telling. It means listening with intent and genuine consideration, and keeping an open forum with all employees. Creating a respectful and committed communicative environment increases employee self-worth, and confidence within their manager. Again leading to increased workplace satisfaction and productivity.

The way in which a manger conducts themselves can have a significant impact on the overall morale of a team and the productivity of a company. By using our five tips to tackling a management role, you are on your way to excelling in your new position. 

What do you do when it can’t be done? Learning to say ‘No’

You have just been assigned another project on top of your already full in-tray and you cannot imagine how you will get it all done. The work is piling up and there is barely time for the current projects, let alone adding a new one..

 

But can you say no to your boss?

Well you can if you have a good reason. Although this conversation is by no means easy, it is necessary, and if handled correctly, will leave you much better off in the long run. Without your boss knowing that there is too much on your plate, you’ll be left to figure it out (and stress about it) alone. The stress that eventuates will decrease the quality of your work and potentially place you in a worse position than  if you had  said no in the first instance. However, saying no is not something you can just do on a whim; make sure you have a really good reason for doing so. Your boss is probably not going to look too kindly on excuses such as “it’s too difficult” or “it isn’t part of my job description”, so make sure you truly believe it is not possible before you begin.

 Questions to ask yourself before you say no

• What other assignments am I working on that will leave me no time for this one? Writing up a list of tasks to complete is an excellent way to conceptualise how much work has to be done.  
•  Will this new assignment prevent me from completing other, potentially more important and valuable work?
• Am I the only person who can successfully complete this project?
• Can I delegate some of my current work to give me more time to work on this?

If there really is no other option you need to have a conversation with your boss as soon as possible. So how do you tell your superior that you need to lighten the load? Here are 5 strategies to consider:

1. Speak up straight away

By informing your boss as soon as you know you cannot take on an additional project, you are giving them plenty of time to find somebody else, change the deadlines or explore other options. 

2. Get a handle on your emotions

Do not walk into your boss’ office feeling out of control and emotional. You need to relax and address the issue calmly and professionally; if you do this your boss is more likely to listen and take onboard what you are saying.

3. Include specific information

Explain to your manager what you are working on and give clear estimates for how long each project will take and the tasks involved. Presenting a clear picture of what’s on your plate will give your boss a good idea of how much work you have and exactly why you are saying no.

4. Discuss quality concerns

If you think that your other work will suffer by adding another project to your workload, admit this fact to your boss. They will probably appreciate your dedication to your work as well as your honesty.

5. Explore solutions

Come into the conversation with a few possible alternatives to you undertaking the project. Options may include considering sharing the project with a colleague or a team,assisting with some of the work in an advisory role, or suggesting a colleague who may be better equipped to handle the project.

 

At the end of the conversation express your gratitude for your boss taking the time to listen to you and assisting you with your workload, and be sure to agree on the final take away decisions.  As difficult as it is to have this conversation it is important to appear dedicated to the organisation and demonstrate that you are actively completing tasks.   

Getting delegation right

When done right, delegating tasks to staff can increase productivity within the organisation while offering opportunities for employees to further develop new knowledge and skills. However, inappropriately delegating tasks to unsuitable employees can be both time-consuming and ineffective. Here are a few tips to improve the delegation process:

 Assess and pick the right employee

Successful delegating requires an understanding of your employee’s capabilities and their readiness to accept more responsibilities. Ensure that the requirements of the task are aligned with your employees’ abilities and interests.

Include employees in the delegation process 

Collaborating with employees during the delegation and decision-making process can encourage them to commit to the decisions made. Discuss with your employee what the task involves, how it should be done, and the reasons why it needs to be done.

Clearly define the outcomes of the task 

To ensure that the employee completes the task effectively, you should outline the objectives and standards for the task. By having a clear understanding of what is required, employees have better opportunities to be creative in finding ways to complete the delegated tasks.

Articulate performance outcomes 

Ensure that employees understand the importance of the delegated work and the outcomes of completing the task for both you and the employee. Understanding the rewards and consequences of completing the delegated task can act as an incentive for employees to effectively and efficiently complete it.

Have employees recommend solutions when there are problems arising from the task 

By encouraging employees to find solutions, this prevents any prospect of upward delegation (i.e., employees turning to you to solve every problem they encounter when completing the delegated task). In addition, it encourages employees to be more creative and innovative in solving problems.

Whilst effective delegating requires time, it is worth the effort. By delegating effectively, you will provide opportunities for your staff to engage in important and challenging work while at the same time clearing your schedule to work on more important projects. Over time you will notice less 'operational' questions or a reliance on your decisions, and a pick up of when things should be completed by and what quality is acceptable.

 Need assistance managing your leaders?

Psych Press has several options available, such as quick and cost effective online assessment, face to face coaching to identify which performance areas need development, and working with the strengths and weaknesses of the individual to form a long term plan of how your workers can better meet organisational goals through effective delegation.
http://www.psychpress.com.au/psychometric/talent-develop.asp?development-coaching