The Value of Management Tools

By Razelle Janice Drescher

A Slippery Slope

It seems straightforward enough. You manage a department or a team and give an employee a task or project, explain what you want and expect the employee to deliver the result you expect. What could possibly go wrong? It may be surprising to learn that many things can go wrong when you are attempting to get results through your employees unless you provide certain things that are needed to ensure success. 

Creating the Foundation for Success

There are 3 key elements that managers can count on to establish the right foundation for consistently successful results. The first is Shared Expectations. What this comes down to is ensuring that everyone is on the same page about the result that is expected. This means that the manager is responsible for providing enough clarity about the details of what is expected to ensure the desired outcome.

These details need to be in writing. Asking an employee to remember what you tell them you want without providing any guidelines in writing is not fair to the employee. Depending on the complexity of the assignment, it is useful to provide clarity on the result that is wanted, the steps that are to be included and the standards that are to be met. All of these elements are typically part of documenting a 'system' to be used over and over or a 'special project' to be done only once.

The second element is Agreement. This is an essential element that occurs first during the hiring process and then as needed throughout the duration of employment. What it means is that the employee has to say 'yes' to using the systems that you have designated to accomplish their results and meet the standards that are required to maintain your brand. Without this agreement, many business owners experience resistance from their employees that gets in the way of smooth-running business operations. What happens if a business doesn't pay attention to establishing, maintaining and training their employees in their operating systems? The business runs the risk of providing an inconsistent customer experience that can impact the company's reputation.

Only when the first 2 elements are in place, can you truly require the third element of Accountability from your employees. Accountability means that the employee understands that the company has a certain standard to be met (shared expectations) and has agreed to follow the systems that consistently lead to a successful outcome. True accountability has to be based on shared expectations and agreement.

How Do Management Tools Help?

In any successful company, there has to be a way to communicate information to employees and help them succeed when they run into a challenge. The Manager/Employee relationship is typically the place where this communication takes place and as such, providing management tools for these managers offers the opportunity for consistency in the way employees are managed across a company. 

It starts during the hiring process. When a company explains the importance of shared expectations, agreement and accountability during the recruitment process, it establishes the baseline for the new hire. At that point, the new hire will know if that is a good fit for them or if it isn't. This eliminates quite a bit of frustration that can occur if expectations aren't set during the hiring process.  Once the new hire is on board, the manager is their main source of support for guiding the employee. Providing the manager with tools and guidelines for managing their direct reports creates a consistent way of managing across the company, while still allowing for each manager's individual style.

Here are some management tools from my Empowering Work Relationships Management Development Toolkit that help:

The Empowering Work Relationships Toolkit provides the tools to cultivate the establishment of a consistent style of management company-wide that promotes trust, assists in effective workload management, lessens stress and maximizes the potential of company staff in an environment of shared expectations, accountability and predictable results.

1. The ART of People Management  

Describes the conceptual framework of the Management Development Toolkit; Accountability, Respect, Trust and how these concepts create the foundation for an environment of shared expectations and predictable results.     

2.  Principles of People Management        

Describes the principles of self-management, accountability and shared expectations as the building blocks of People Management.

3. Management Checklist

A tool for all managers to use, to cultivate an empowering management style. Used to identify and evaluate the aspects of their management style that work well and the ones that they want to strengthen. Managers can elicit the support of their supervisor in the use of this tool. This tool can provide common ground and shared expectations between manager and employee regarding professional development and the achievement of job results.

4. Kick-Off Employee Meeting Agenda

A guideline for establishing or re-establishing a healthy work relationship with a reporting employee. Sets up the relationshop based on shared expectations. 

5. Employee Meeting Agenda & Guidelines 

Collaborative Problem Solving Guidelines

Giving & Receiving Feedback

A guideline for maintaining healthy work relationships with reporting employees. Offers a safe, supportive and private opportunity for 2-way communication about what’s working and what’s not working in the way an employee is doing their job. Can serve as a primary vehicle for the establishment of trust, respect and accountability.

6. Frustration Transformation Process

 A step-by-step process that provides a process-oriented solution to any business frustration

7. Delegating and Monitoring Work

Guidelines for how to assign and monitor work and results in a way that facilitates prdictable outcomes. 

8. Red Flag Management System

A system for managers to use that infuses accountability throughout an organization so that promises are ketp, due dates met and everyone is informed about any changes in the plan. 

9. Time Management System 

An approach to workload management that helps employees prioritize and organize their workload in a way that facilitates effective planning and a sense of satisfaction about daily results achieved.

10. Disarming False Beliefs

A process to help managers dissolve obstacles in the way of achieving their potential as managers.

11. Weathering the Storm of Your Emotions

A tool to navigate the emotions often associated with getting results through other people.

12. People Management Process

Gives an overview of all the components of the Management System. Serves as a reference for successful ongoing implementation of the Management System. Helps keep the manager on track and focused.

Where Do I Start?

To do this right, you need to have your operating systems/procedures and standards in place. There's no way around that. Since many business owners find that an overwhelming task, I provide a collaborative way to get them done that has minimum impact on the day-to-day business operations.

The next step is to establish an environment of shared expectations, agreement and accountability based on your business vision. (If you don't have that business vision in writing, it makes a big difference to share that with your team.)

Finally, the management tools provide a path to establishing and maintaining healthy work relationships and workplace well-being. If you want help sorting out what would help you the most at this time in your business, call Razelle at 707-326-5681 for a free consultation where we will identify the top priorities that will move your business forward toward the fulfillment of your business vision. Or request a free consultation by filling in the form below the blog post.