New Supervisor: Skills for Success Kelley School of Business

New Supervisor: Skills for Success Kelley School of Business Discussion #85 Carla Letsch

What does the company expect from supervisors? Stay aware of the big picture Create a productive environment for your employees Make decisions on your own Implement new programs and methods Inform your people about company policies and procedures Teach effectively

The Role of the Supervisor Setting goals Demonstrating effective behaviors Decision-making Managing Change Time Management Communication Skills Effective Meeting Skills Motivation Delegation Training

Set personal and professional goals Write down your goals Discuss with your supervisor and your team Review often

Take action to get ideas and plans accepted Get employee support Convince your supervisor and senior management

Effective behaviors Patience Tolerance Sensitivity Empathy Decisiveness Sense of humor

Decision Making Be truly open-minded Avoid taking sides Recognize your own bias Don’t let titles or prestige influence your decisions Avoid absolute wordings in your decisions

Questions to ask before making a decision Do I have enough information to make a decision? What would be the worst possible result if I make that decision? Do I need to make a decision at this time? Am I the best person to make the decision?

Don’t be afraid to take a risk Make that tough decision Believe in it and promote it Sell it

Before selling your decision What information should be provided? What medium will be the most effective? Is my presentation phrased in language that will gain support for the decision? What negative responses might I receive? When and how will I present? What questions are likely to come up?

Sell your decisions to the following: Immediate supervisor Other supervisors that need to be informed Employee affected by the decision Employees indirectly affected

To manage change: Determine the method for introducing and selling the change to your team Break the change down into smaller steps Create a contingency plan Monitor the implementation of the change, including results and behaviors Accept and plan for the results of change

Sell the change 1. 2. 3. 4. 5. Present the change to employees in clear and specific language Put your ideas in a positive, constructive light Stress your willingness to help employees adapt Ask employees how they plan to deal with it If change has unintended results, be open to review

Managing Your Time What are some timewasters?

How to manage your time Prioritize your work Assess how you are currently spending your time To do lists Plan your tasks daily Evaluate time management several times during the day

Communication Skills Present one idea at a time Keep it simple Make it brief Personalize it to the other person Use the right tone of voice and body language Get acceptance of each idea Respond to the emotions of the person Appreciate your listener’s concerns Encourage listeners to express themselves

Steps to improve listening skills Ask questions Concentrate – stay focused Identify the main idea Listen for the rationale Listen for key words Organize in your mind Take notes

Role of the Facilitator Stay calm – don’t take sides Keep on the agenda Start and end the meeting on time Encourage participation

Praise with a reason Mean what you say Balance your praise Immediately after the event Public or private

Criticism Do it as quickly as you can after discovering the problem Limit comments to the person’s actions in this situation Let them do some of the talking Be considerate Don’t mix criticism with praise Don’t play psychiatrist Make it private

Effective Delegation Skills Improves productivity Can concentrate on supervisory responsibilities Develops skills in others More job satisfaction for employees Helps evaluate people

How to delegate better? Clearly define what you want your employees to do Encourage people to learn and make their own decisions Don’t take an assignment back after you’ve delegated it

How to deal with the needs of your employees: Be courteous, friendly and interested Offer assistance when needed Listen patiently Observe their work and give them feedback Make goals reasonable

What do employees want from their jobs? 1. 2. 3. 4. 5. Appreciation Recognition Involvement with the company Comfortable work environment Money

What else? Security and stability Social needs Independence

Use: Evaluation Questions a. Strongly agree b. Agree c. Disagree d. Strongly disagree e. Don’t know 1. 2. 3. 4. 5. I found the presentation of material easy to understand. This discussion session increased my knowledge on the subject presented. I will be able to use some of the information from this discussion session in the future. The presenter was well prepared for this discussion session. This presentation should be repeated in future semesters.