Behind Closed Doors

1. Effective Management Starts with Understanding People and Work

"Management exists to organize purposefully."

Know your people. Great managers take the time to understand their team members as individuals, including their strengths, aspirations, and work styles. This knowledge forms the foundation for effective leadership and team development.

Understand the work. Gain a clear picture of all the work your group is doing, including project work, ongoing tasks, and ad hoc requests. This comprehensive view allows you to align efforts with organizational goals and make informed decisions about priorities.

• Use regular one-on-one meetings to build relationships and gather information
• Practice Management by Walking Around and Listening (MBWAL) to stay connected with your team
• Create a "big visible chart" of all work to identify patterns and potential issues

2. Prioritize Work Through Project Portfolio Management

"Prioritizing and sequencing work is essential to staffing work appropriately."

Create a project portfolio. Develop a clear understanding of all ongoing and planned work in your department. This allows you to match resources to the most important tasks and ensure strategic alignment.

Focus on high-priority work. Regularly review and adjust priorities to ensure your team is working on the most critical tasks. Be willing to say "no" to low-priority work or work that doesn't align with department goals.

• Categorize projects as "must do," "should do," and "nice to do"
• Assign people to one project at a time to minimize context-switching
• Revisit the portfolio every 4-6 weeks to adapt to changing priorities

3. Build a Cohesive Team with Shared Goals and Trust

"Teams jell when someone pays attention to building trust and commitment."

Develop shared goals. Work with your team to create goals that everyone can commit to and work towards together. This creates a sense of shared purpose and helps align individual efforts.

Foster trust through consistency. Be reliable in your actions and communications. Follow through on commitments and maintain regular touch points with your team members.

• Use team meetings to collaboratively set and review goals
• Practice active listening and show genuine interest in team members' ideas and concerns
• Celebrate team successes and learn together from failures

4. Provide Regular Feedback and Coaching for Growth

"People need information to know what they're doing well and what they are doing that just isn't working."

Give timely, specific feedback. Provide both positive and corrective feedback as close to the event as possible. Be descriptive and focus on observable behaviors or results rather than making personal judgments.

Coach for improvement. Help team members develop new skills and overcome challenges through targeted coaching conversations. Focus on generating options and discussing implications rather than simply providing solutions.

• Use a structured feedback process (e.g., situation, behavior, impact)
• Ask open-ended questions to guide coachees towards their own solutions
• Set clear expectations and follow up on progress regularly

5. Delegate Effectively to Develop Your Team

"Delegating is a primary skill for managers."

Choose what to delegate. Identify tasks that can be handed off to team members, focusing on opportunities that align with their skills and career goals. Start with technical tasks and move towards delegating some management responsibilities as your team develops.

Set clear expectations. When delegating, be specific about the desired outcome, constraints, and level of authority. Establish check-in points to monitor progress without micromanaging.

• Consider delegation an investment in your team's growth
• Focus on results rather than methods when delegating
• Gradually increase the complexity and responsibility of delegated tasks

6. Address Systemic Problems as a Management Team

"The people who perform the work need to be part of the solution."

Identify systemic issues. Look for problems that span multiple areas or departments, as these often require collaborative solutions. Pay attention to recurring issues or those that seem to resist simple fixes.

Collaborate on solutions. Bring together the relevant stakeholders to analyze the problem and develop potential solutions. Use facilitation techniques to ensure all voices are heard and to build consensus around action plans.

• Use techniques like affinity grouping to organize ideas
• Generate multiple options before settling on a solution
• Develop clear action plans with assigned responsibilities and deadlines

7. Adapt to Change While Standing Up for Your Team

"Change is inevitable. Markets shift, customers leave, and new deals cause changes in direction."

Respond to change strategically. When faced with shifting priorities or unexpected challenges, work with your team to understand the implications and develop a realistic plan. Avoid making hasty commitments without consulting those who will do the work.

Manage expectations upward. Be prepared to push back on unrealistic demands from senior management. Present data-driven arguments and alternative solutions that balance organizational needs with your team's capacity.

• Replace rumors with facts by communicating clearly and often
• Involve your team in replanning efforts to build buy-in and uncover potential issues
• Use techniques like the "Rule of Three" to generate multiple options when problem-solving

8. Manage Yourself to Lead Others

"Managers who cannot or will not manage themselves should not manage other people."

Develop self-awareness. Recognize your own emotional triggers and patterns of behavior. Seek feedback from trusted colleagues to understand how others perceive you and identify areas for improvement.

Model the behavior you expect. Demonstrate the work ethic, communication style, and problem-solving approach you want to see in your team. Be willing to admit mistakes and show how to learn from them.

• Keep a journal to reflect on your management experiences and track progress
• Practice stress-management techniques to maintain composure under pressure
• Continuously educate yourself on management best practices and emerging leadership trends

Last updated: October 3, 2024