The Effective Manager

1. Build strong relationships with your team through regular one-on-ones

"Manager Tools One On Ones are not chances "to just sit around and talk," "to get to know one another informally," or "to do a quick catch-up.""

Purpose of one-on-ones: These meetings are structured, business-focused conversations aimed at building trust and improving performance. They should be:

• Scheduled weekly for 30 minutes
• Held with each direct report
• Focused primarily on the direct report's agenda
• Documented with notes taken by the manager

Format:

• First 10-15 minutes: Direct report speaks
• Next 10-15 minutes: Manager speaks
• Final 5-10 minutes (if time allows): Discuss future plans or big picture items

Benefits:

• Improved communication and trust
• Regular opportunity for feedback and coaching
• Reduced interruptions throughout the week
• Better understanding of team members' strengths and challenges

2. Deliver effective feedback to encourage future behavior

"The purpose of performance communications (and therefore feedback) is to encourage effective future behavior."

The Manager Tools Feedback Model:

1. Ask permission to give feedback
2. State the observed behavior
3. Describe the impact of the behavior
4. Encourage effective future behavior or express appreciation

Key principles:

• Focus on specific, observable behaviors, not attitudes or intentions
• Be timely – deliver feedback as soon as possible after the event
• Keep it brief – aim for 15-30 seconds per feedback instance
• Use a neutral tone, avoiding anger or judgment

Examples:

• Positive: "When you stayed late to help the new hire, it showed great teamwork. Thank you."
• Constructive: "When you interrupt during meetings, it disrupts the flow. Can you work on letting others finish before speaking?"

3. Coach your team members to improve their performance

"Coaching is the least often used tool in the "Management Trinity.""

The Manager Tools Coaching Model:

1. Collaborate to set a goal (use DBQ: Deadline, Behavior, Quality)
2. Brainstorm resources together
3. Create a short-term action plan
4. Direct acts and reports on progress regularly

Effective coaching practices:

• Focus on specific skills or behaviors to improve
• Set clear, measurable goals with realistic deadlines
• Break down larger goals into small, actionable steps
• Provide regular check-ins and feedback during one-on-ones
• Adjust the plan as needed based on progress and challenges

Benefits:

• Improved individual and team performance
• Increased employee engagement and motivation
• Development of future leaders within the organization

4. Delegate responsibilities to develop your team and yourself

"Learning to delegate is part of the transition to becoming an executive."

Why delegation matters:

• Allows managers to focus on higher-level responsibilities
• Develops team members' skills and confidence
• Prepares both manager and team for future growth

Effective delegation strategies:

• Start with smaller tasks and gradually increase responsibility
• Provide clear instructions and expectations
• Offer support and resources as needed
• Follow up regularly to ensure progress and provide feedback
• Resist the urge to micromanage or take back delegated tasks

Overcoming delegation challenges:

• Trust your team members' abilities
• Accept that their approach may differ from yours
• View mistakes as learning opportunities
• Recognize that short-term inefficiency leads to long-term gains

5. Prioritize results and retention as a manager

"The Definition of an Effective Manager Is One Who Gets Results and Keeps Her People"

Key responsibilities:

1. Achieve organizational goals and objectives
2. Retain talented team members

Strategies for achieving results:

• Set clear, measurable goals aligned with organizational priorities
• Regularly communicate expectations and progress
• Provide necessary resources and support
• Hold team members accountable for their commitments

Strategies for improving retention:

• Build strong relationships through one-on-ones
• Offer opportunities for growth and development
• Recognize and appreciate good work
• Address issues promptly and fairly
• Create a positive team culture

Balancing act: Recognize that pushing too hard for results can negatively impact retention, while focusing solely on retention may compromise results. Strive for a balanced approach that achieves both objectives.

6. Communicate clearly about performance expectations

"Your first responsibility is to deliver whatever results your organization expects from you."

Setting clear expectations:

• Identify key performance indicators (KPIs) for each role
• Communicate goals and standards in writing
• Discuss expectations during one-on-ones and team meetings
• Provide specific examples of what success looks like

Monitoring and discussing performance:

• Use regular check-ins to assess progress
• Deliver timely feedback (both positive and constructive)
• Address performance issues promptly
• Celebrate successes and milestones

Documentation:

• Keep notes on performance discussions
• Document specific instances of good and poor performance
• Use these records for formal reviews and development planning

7. Develop trust through consistent and purposeful interactions

"Generally, the more a team trusts its manager, the better the results will be, and the better the retention as well."

Building trust:

• Be consistent in your words and actions
• Follow through on commitments
• Show vulnerability and admit mistakes
• Actively listen to team members' concerns and ideas
• Maintain confidentiality when appropriate

Trust-building opportunities:

• One-on-ones
• Team meetings
• Informal interactions
• Challenging situations or conflicts

Benefits of high trust:

• Improved communication and collaboration
• Increased willingness to take risks and innovate
• Higher levels of engagement and commitment
• Faster problem-solving and decision-making

8. Balance positive and negative feedback for optimal impact

"Positive feedback is a much more powerful tool than negative feedback. Don't wait your entire career to finally realize that."

Feedback ratio:

• Aim for a 3:1 or 4:1 ratio of positive to negative feedback
• Look actively for opportunities to provide positive feedback

Positive feedback strategies:

• Be specific about the behavior and its impact
• Link the behavior to organizational goals or values
• Encourage continuation of the positive behavior

Constructive feedback strategies:

• Focus on the behavior, not the person
• Explain the impact of the behavior
• Collaborate on solutions for improvement
• Follow up to ensure change and provide support

Timing:

• Deliver both positive and negative feedback as soon as possible after the observed behavior
• Use one-on-ones for more detailed performance discussions

9. Use a structured approach to goal-setting and coaching

"Manager Tools defines coaching as a systemic effort to improve the performance of a direct in a specific skill area."

DBQ goal-setting framework:

• Deadline: When should the goal be achieved?
• Behavior: What specific action or skill needs improvement?
• Quality: How will success be measured?

Example: "By March 1st (Deadline), you will contribute at least five times (Quality) in the weekly operations meeting without interrupting others (Behavior)."

Coaching process:

1. Identify the skill or behavior to improve
2. Set a clear, measurable goal using DBQ
3. Brainstorm potential resources and strategies
4. Create a short-term action plan with specific tasks
5. Monitor progress and provide regular feedback
6. Adjust the plan as needed based on results

Keys to success:

• Break down larger goals into small, actionable steps
• Use short deadlines (1-3 days) for initial tasks to build momentum
• Leverage various learning methods (reading, mentoring, practice)
• Celebrate small wins and progress along the way

10. Adapt your management style as you advance in your career

"Mike realized he individually was able to do more because he himself had been trusted with more to do along the way."

Career progression shifts:

• Individual contributor → Manager: Focus shifts from personal output to team results
• Manager → Executive: Emphasis moves from tactical to strategic thinking

Key adaptations:

• Delegate more responsibilities as you advance
• Develop your team members to take on larger roles
• Build relationships across the organization
• Focus on long-term planning and big-picture thinking
• Spend more time on communication and alignment

Challenges to overcome:

• Resistance to letting go of familiar tasks
• Fear of losing control or relevance
• Difficulty trusting others with important responsibilities

Strategies for success:

• Actively seek opportunities to delegate and develop others
• Celebrate team successes rather than individual accomplishments
• Invest time in mentoring and coaching high-potential team members
• Continuously learn and adapt to new leadership challenges
• Build a network of peer support and mentorship

Last updated: January 22, 2025