Follow up Supervisory Essentials 1 DES

Follow UP – Supervisory Essentials 1 – DES July 21-23, 2014 Action Steps

 Establish one-on-one’s  Traditional vs. Relational Approach  Leadership Assessment  7 Things every employee needs to know  Recognition  Communication styles  Tips on Listening  Structured-Based Interviewing Process  Creating Behavior-Based Interview Questions  Self-awareness on passive-aggressive communication  Communication score sheet for team  Awareness of balanced style  Coaching  Performance management

Qualities of Favorite Supervisors:

 Accessible  Make sure protected  Led by example  Easy to talk to  Is a go between to her  Rolled up his sleeves and helped  Trusts judgment staff  Tries to make decisions based  Personable  Listens to employees on everyone’s opinion  Non-judgmental  Encouraged social  Supportive interactions  Encouraging

Behavior-Based Interviewing 1. Analyze job skills (KSA’s, competencies) 2. Rapport building 3. Share the agenda 4. Ask Behavioral-based questions (that you have prepared beforehand) 5. Listen, allow for silence, maintain control 6. Seek contrary evidence 7. Evaluate

Jan Dwyer Bang, Supervisory Essentials 1 – DES July 21-23, 2014 1/19/2018 1 Follow UP – Supervisory Essentials 1 – DES July 21-23, 2014

CHALLENGES from this class (on your index cards)

 Motivating and helping an employee that has a less than spectacular outlook on anything the agency does or direction the department is moving towards  How to motivate/delegate and not intimidate  How to address health/happiness in the workplace  Confronting inappropriate behavior  PDF’s/PDP’s – finding the time  How much of a “friend” should I be?  My supervisor’s unrealistic work load expectations don’t allow time to fulfill my role as a supervisor  Motivating employees when apathy level runs high

RESOURCES:

 www.manager-tools.com  Daniel Gleeman (Working with Emotional Intelligence, Primal Leadership)  Executive WQ  Leadership without Easy Answers by Ron Heifiz  Toastmasters – www.Toastmasters.org  EAP  Strengths finder 2.0 by Tom Rath  Start with Why by Simon Sinek  7 Habits of Highly Effective People by Dr. Stephen Covey

Other resources shared from other classes;

o www.govloop.com o It's Not about the Nail (youtube) o Match A Systematic, Sane Process for Hiring the Right Person Every Time by Dan Erling o 5 Dysfunctions of a team by Pat Lencioni o One Minute Manager by Ken Blanchard

7 Things every employee needs to know: 1. Obective 2. Duties 3. Accepted methods 4. Performance standards 5. Improvement 6. Policies 7. Team Norms

Best way to Enhance Communication/Leadership/Public Speaking Skills: Toastmasters - www.ToastmastersInternational.org

Quotes:

Leadership and learning are indispensable to each other. -John F. Kenney

Make everything as simple as possible but not simpler. -Albert Einstein

Everything rises and falls on Leadership. -John C. Maxwell

We all can be leaders because we all can influence others and add value to their lives. -John C. Maxwell

Coaching Conversation Questions to Ask at the Beginning: For this coaching conversation, what issue do you want to explore? What have you tried so far? Why do you think that didn’t work? What is your desired outcome?

Questions to Ask in the Middle: What are possible options? If you could do anything you wanted, what would you do? What do you mean? What resources are available to you? What else? Who else can you talk with? What else? What are the implications if this does not get solved? If this does not get solved, what will happen?

Questions to Ask in the Closing:

What is one thing you will do? When will you do it?

EAP Insights

o EAP also includes adult household members o Usually 1-3 sessions per problem - can have as many problems as like o EAP folks can ask questions that you can't (medications, family, health, etc) o EAP does health and awareness, orientations, workplace consulting for employees and supervisors, and assessments, and urgent interventions for critical incidents o Confidentiality o An employee can sign the Statement of Understanding o Referrals - Informal, Formal (workplace issue - supervisor can get information but needs to call EAP first - before the employee) o They look for "Presenting problem" but also can get to the "underlying assessed problem" o They aren't counselors - they do holistic assessments - short-term problem solving, provide resources and referrals o EAP is a free resource o You c an invite EAP to share to your entire team o EAP can be used for both preventative and crisis intervention o Supervisors can use EAP to get confidential help on issues

DEALING WITH POOR PERFORMANCE

1. Address it quickly -Timely Manner 2. Be clear about the issue 3. Documentation 4. Dis the employee know what was expected? 5. Communicate to employee

How to Create a Performance-Based Culture

o Coaching and giving feedback o Importance of team and the value of being part of a major project o Set goals o Let standards be known o Setting clear expectations o Figure out exactly what you will measure o Recognition o Hold people accountable - poor performance will be dealt with

ASSERTIVE COMMUNICATION  Direct  Honest  Appropriate  Win-Win

Aggressive: In your face, scary, combative – goal is to win

Passive: Indirect, unclear, minimizing self – goal is to avoid conflict

Passive-Aggressive: Aggressive feelings but passive ways of acting them out

TIME MANAGEMENT MATRIX (Dr. Stephen Covey)

Urgent Not Urgent Important I – Crisis, emergencies II – exercise, training, prevention, re-creation

Not Important III – Some meetings, some IV – Waste, where we end up emails, busy work when we are burned out, endless TV watching, endless video games, etc

Reactivity vs. Proactivity (Dr. Stephen Covey)

Reactive Proactive Victim – not a lot of space between stimulus Operating in “choice” and response Lots of space between stimulus and response

Giving Feedback – using the DEAL Method D =Describe the behavior E =Emphasize, express your feelings about it A =Articulate the desired behavior L = Leverage consequences (If you do this…etc.)

Delegation Tips

Make assignments without favoritism Delegate according to personal interest Experience in Clear expectations and parameters around that they are comfortable with Walk away Give authority along with task Jan Dwyer Bang, Supervisory Essentials 1 – DES July 21-23, 2014 1/19/2018 5 Follow UP – Supervisory Essentials 1 – DES July 21-23, 2014

Know when something can and cannot be delegated Have check-in points Acknowledge when done and appreciate (recognize) Ask for volunteers

RECOGNITION from this Class: See any of the follow up documents from Supervisory Essentials 1 class to obtain a myriad of recognition ideas – www.jandwyerbang.com/Supervisory Principles: -Specific -Timely -Meaningful -Individual and Team recognition

Ideas:

 Personal recognition  Recognition at staff meetings  Radio PSA  News release  Letter of appreciation  Positive evaluation  Relay positive comment from client  Thank you card  Public recognition  Certificate of appreciation  Ceramic pumpkin  Crystal Hershey kiss  Ribbons  Words of praise via email or other written method shared with an appreciative audience  Trophy or plaque  Mentioning in a huddle  Mentioning in a staff meeting  Mentioning profile on agency intra/net  Mentioning on elevator lobby flat screens  Flowers  Chocolate  Lunch  Kudos appreciation  Flexible on leaving early without official leva

 Candy bowl  Signs/posters  Personal thank you  Certificate  Flower appreciation  Email to group  Food  Letter of appreciation to supervisors  Awards  Certificates  Ribbons  Trinkets/trophies  Comments in PDP/evals  Small gifts  Cards  Gift certificates  Potlucks with r  recognition  Gold stars  Verbal recognition  Cake  Pat on the back  Moon rocks with pizza party  Coffee cards  Thank you notes  Peer to peer  Certificate  Funny hat  Compliment in group setting  Acknowledgement and applause  Snacks  Lunch out  Email of recognition

Jan Dwyer Bang, Supervisory Essentials 1 – DES July 21-23, 2014 1/19/2018 7