Leadership

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LEADERSHIP 

Definitions

Leadership is the process of influencing the thinking, behavior and efforts of team members towards the achievement of organizational goals.

 Leadership is a winning combination of personal traits and the ability to think and act as a leader, a person who directs the activities of others for the good of all.

“Leadership is the art of getting someone else to do something you want done because he wants to do it.”  – Dwight D. Eisenhower

“A leader has the vision and conviction that a dream can be achieved. He inspires the power and energy to get it done.” – Ralph Lauren

“The best leaders are those most interested in surrounding themselves with assistants and associates smarter than they are. They are frank in admitting this and are willing to pay for such talents.”

             – Amos Parrish

“Reason and judgment are the qualities of a leader.”   – Publius Cornelius Tacitus

Six Traits of Effective Leaders

1. Make others feel important

2. Promote a vision

3. Follow the golden rule

4. Admit mistakes

5. Criticize others only in private

6. Stay close to the action

– Christian Nevell Bovee

STEPS TO BECOME A LEADER

  1. Get your employees to want to do their job. Avoid controlling their every move.
  2. Share your vision, enthusiasm and energy
  3. Motivate employees with tangible rewards & your concerns for their  wellbeing & progress
  4. Be accessible and transparent
  5. Be strong and effective
  6. Be a role model
  7. Avoid exploiting your position
  8. Find & Take full advantage of the skills and talents of your staff
  9. Give credit and take the blame care of yourself

YOU MUST SHIFT YOUR STYLE FROM TRADITIONAL LEADERSHIP – TO – COLLABORATIVE LEADERSHIP

  1. Belief that Power comes from Designation  – TO – Power is greatest in building Teamwork
  2. Secretive – Maintains Ownership of information  – TO – Transparent sharing of Info & Knowledge
  3. Non participative management  – TO – Inviting Suggestions and Ideas
  4. Top – Down Strategy  – TO – Bottom – Up and Democratic  Brainstorming Style
  5. Focus on Execution Process & Efficiency – TO – Allow Flexibility & encourage Innovation & Risk taking
  6. Resolve problems Firefighting with focus on Symptoms  – TO – Focus on Root Cause Analysis and prevention
  7. Annual Performance Review – TO – Provide continuous Feedback & Personal Coaching

TEAM BUILDING 

  • Be fair.
  • Interview in detail before selection
  • Get good attitude and good competence
  • Look for cultural fit
  • Maintain balanced distance as a leader as the situation demands
  • Be transparent
  • Show your personal energy and competence
  • Have clear expectations.
  • Maintain good communications within the team.
  • Never play one against the other.
  • Give credit for success but take the blame.
  • Delegate and coach adequately.
  • Have professional revenues and encourage accountability.
  • Counsel alone but appreciate in front of others
  • Never speak behind any one’s back.
  • Show enthusiasm and energy and willingness to take bigger loads.

MOTIVATING 

  • Lead by example
  • Hold team members in high esteem
  • Trust fully
  • Delegate and empower
  • Discuss problems and obstacles and coach how to overcome them.
  • Be honest and focus on training.
  • Share information freely and give them the bigger picture and the vision
  • Show enthusiasm and energy and willingness to take bigger responsibilities.
  • Administrative Skills

ADMINISTRATION TRAINING (OUTLINE)

VIDEO  1 – INTRODUCTION TO ADMINISTRATION

Importance.

Need and Role

Administration as a Career

QUESTIONS – SKILLS IN MANAGEMENT & SUPERVISION

  • How would your subordinates describe your management style?
  • How would they describe your strengths and weaknesses as a manager?
  • Give me an example of handling underperforming employee
  • Rate your management skills on a scale of 1 to 10
  • Provide three examples that demonstrate your selected number is accurate.
  • Describe work environment or culture or mgt in which you succeeded.
  • Give example of exceptional employee who sought more responsibility. Describe how you handled this situation day-to-day and over time.
  • Describe three components of your philosophy of management
  • What value can you add,  to an organization’s culture and work environment.
  • What factors are crucial for you to work most effectively?
  • Tell me how you have managed employee performance.
  • At a new workplace you will you develop relationships with new coworkers
  • How will you provide direction and leadership for a work unit.
  1. Start with an Example,  or a joke or a comic (like Dilbert) –   
  • EXAMPLE
  • Reminded of the experience when the Government introduced the Conditional Access System (CAS) in the Cable Television Industry.
  • I was Vice President HR & ADMINISTRATION.
  • I was appointed head of the entire Process of Importing Testing, Software downloading, QC and physical deployment of SET TOP BOXES (STBs) pan India for my company. The secret was that whichever cable company was able to quickly deploy maximum SET TOP BOXES would gather those many Clients (Increase in Market Share and gaining of Competitive Advantage)
  • We increased our Market Share by 100%
  • That is the time even I understood the true importance of ADMINISTRATION

VIDEO  2 – PROJECTS FOR GP / SYNDICATE SOLUTION

Importance.

Allocation of Syndicates to Students for all 4 Projects

Time Frame

Plan for Syndicate Presentations

  1. PROJECTS (PHYSICAL EXERCISE IN GROUPS OF 4 STUDENTS)
  • 2 Day Flood Management Exercise
  • 1 Day Hiring & Relocation of Head Office
  • 3 Day Setting up a Project Site for a Construction Project
  • 2 Day Exercise on Organizing an Annual Out Door Trip
  • VIDEO  3 – SYLLABUS & BASICS
  • General Commandments.
  • Technical and Non Technical Aspects
  • Specialized Subjects
  • Important of Planning, Coordination  & Cost Control
  1. General Commandments for the course to create employability
  • ADMINISTRATION is normally taken as an Add-on function of HR and normally Security is added on to that Add-on.
  • Biggest mistake made by the corporate world which pays it with serious reduction in Operational Efficiencies, Costs, Safety and Morale of employees.
  • Industry must realize that ADMINISTRATION is a highly specialized full time job.
  • It will also get very technical when we include maintenance of sophisticated equipment / facilities like Electrical Systems, Generators, Water supply, Sewerage Treatment Plants etc
  • Skill in handling Vendors, Fraud detection and controlling costs become critical.  
  1. Stories to the script
  • STORY ON PROJECT MANAGEMENT AS WORLD BANK PROJECT HEAD FOR GUJARAT EARTHQUAKE RESTRUCTUIN PROJECT.
  • Criticality ADMINISTRATION at 17 Project sites in an area of 500 Sq Km.
  • Reasons for Project delays and cost over runs
  • Difficulty in transportation of personnel and stores
  • Errors in coordination resulting in legal disputes
  1. Topics for the Syllabus
  2. What do you mean by administration?

The definition of administration refers to the group of individuals who are in charge of creating and enforcing rules and regulations, or those in leadership positions who assist all departments to complete important tasks.

  • What is the role of an administrator?

An Administrator provides office and administrative support to all Departments,  teams or individuals. This role is vital for the smooth-running of a business. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. The activities involved is coordinating, supporting  & managing the organizational efforts in the most efficient and cost effective way. The typical complaint received is “I don’t want my best salespeople spending all their time doing admin jobs”.

VIDEO  4 – RESPONSIBILITIES  OF ADMINISTRATOR

  • Responsibilities.
  • Top Management Support
  • Preparation of Budgets
  • Empanelment of Vendors
  • Monitoring & Cost Control
  • Qualites required
  • Tricks of the trade for High Performance
  • Responsibilities of an Administrative Manager:
  • Supervising day-to-day operations of the administrative department and staff members.
  • Planning and coordinating administrative procedures and systems and devising ways to streamline processes
  • Recruiting and training personnel and allocate responsibilities and office space
  • Assessing staff performance and provide coaching and guidance to ensure maximum efficiency
  • Developing SOPs and reviewing, and improving administrative systems, policies, and procedures.
  • Maintenance of all assets including sophisticated equipment / facilities like Electrical Systems, Generators, Water supply, Sewerage Treatment Plants etc
  • Handling Vendors, Fraud detection and controlling costs.
  • Security & Safety of all locations and facilities.
  • Movement / Transportation of Stores, Equipment and people and accounting of expenses.
  • Fire Fighting and Disaster Management.
  • Ensure the smooth and adequate flow of information within the company to facilitate other business operations
  • Manage schedules and deadlines
  • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
  • Monitor costs and expenses to assist in budget preparation
  • Organize and supervise other office activities (recycling, renovations, event planning etc.)
  • Keep abreast with all organizational changes and business developments
  1. Job Brief (Advertisements for ADMINISTRATOR JOB)
  2. We are looking for an experienced Administration Manager to supervise daily support operations of our company and plan the most efficient administrative procedures. You will lead a team of professionals to complete a range of administrative duties in different departments.
  3. A great administration manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.
  4. The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly
  5. Qualities & Experience Required
  • Good Communication Skills and Man Management abilities.
  • Coordination and Experience in handling people and assets
  • In-depth understanding of Office Management Procedures, Facility Management.
  • Knowledge of Visa, Passport, Travel and Ticketing
  • Knowledge of Legal provisions and Contracts
  • Familiarity with financial and facilities management principles
  • Proficient in MS Office
  • An analytical mind with problem-solving skills
  • Excellent organizational and multitasking abilities
  • A team player with leadership skills
  • BSc/BA in business administration or relative field

VIDEO  5 – CONDUCT OF PROJECT PRESENTATIONS

  • Project Presentation Syndicate 1.
  • Project Presentation Syndicate 2.
  • Project Presentation Syndicate 3.
  • Project Presentation Syndicate 4.
  • Top Management Review

DEVELOPING INFLUENCE AND ASSERTIVE LEADERSHIP

Providing support and challenge while strengthening results and relationships.

Whether you are giving feedback or selling a product or an idea, influencing requires an understanding of how your behaviour affects others.

Overview

All individuals have their own personality – the result both of nature and nurture – and this remains largely unchanging. However, behaviour is different: it is flexible and capable of being developed and enhanced. It’s useful to consider behaviour (yours and others) in terms of warmth or coldness, dominance or submissiveness.

  • Warm means being supportive, open, positive, empathetic, constructive and engaging – not simply ‘friendly’.
  • Cold means being suspicious, detached, not focused on people or relationships.
  • Dominant means being challenging, in control, confident, strong, authoritative and direct.
  • Submissive means subduing your own thoughts or actions for something or someone else.

The diagram below (the assertiveness model) highlights different types of behaviour (based on the Thomas-Kilmann Conflict Mode Instrument).

                                                            Dominant

                                    Aggressive behaviour  Assertive behaviour

  • Argues              •  Professional
  • Needs to win    • Inquiring

‘Sort yourself out.’         ‘Tell me what’s on your mind.’

       Cold                                              Warm

Avoiding behaviour       Appeasing behaviour

  • Uninvolved       • Over-friendly
  • Indifferent        • Talkative (rambling)

‘I’ll deal with it later.’     • Highly positive

                                   • Too agreeable

                                                            Submissive

Aggressive: dominant and cold behaviour

When dealing with aggressive behaviour, the best approach is to:

  • increase your dominance to match their high dominance levels
  • ensure that you are demonstrating behaviour that is assertive and warm rather than aggressive
  • use open questions to generate understanding
  • use body language and tone of voice to increase your dominance levels.

Avoiding: cold and submissive behaviour

When dealing with avoiding behaviour, the first priority is to get people engaged. Useful techniques include displaying lower dominance and higher warmth, using open questions aimed at making them feel secure and softening body language and intonation while continuing to smile.

Appeasing: warm and submissive behaviour

When dealing with appeasing individuals, it can help to:

  • stay focused to keep them on track
  • use open questions that appeal to their social needs but temper these with closed questions when they waffle
  • ask summary questions to maintain clarity and focus
  • use their name if you are interrupting them.

Assertive: warm and dominant behaviour

When dealing with conflict, it can help to be assertive and encourage others to be assertive as well. Consider how easy it is to warm up behaviour: why and when is it not easy? Why do we, as individuals, not behave in an assertive manner? What is it that hinders supportive and challenging behaviour? Finally, what are the most important questions for you to ask?

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