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8 Things I Wish I’d Known In My First Management Job

8 Things I Wish I’d Known In My First Management Job
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Having started out my career as a building site engineer, then a software programmer, all I really wanted was to become a manager. Managers have status. Managers get big pay packages with company cars. I took some time off, and enrolled onto an MBA. The MBA was intellectually stimulating and full of fascinating case studies about how supreme managers had steered their organisations to fabulous success. So I applied for, and got my first management job working for a large pharmaceutical company.

It was not a complete success.

Here are some of things I wish I’d known before starting that first management job.

1. Theory isn’t the same as practice

My MBA taught me a cartload of theoretical techniques for managing people, most of which turned out to be a load of rubbish when I tried to implement them! It’s one of the reasons that people with MBA’s have a bad reputation in some quarters. I think my team were really confused by all the theory I tried out on them. One or two ideas worked well, and I still use them today.

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I learned to be a bit more skeptical and a bit more selective about which theories I should use, and I learned to discuss my ideas with someone else in the team before trying them out.

2. Don’t pretend to know more than you actually do

If you do this, the team will smell a rat very quickly. They will also lose any respect for what you DO know because they can never be confident that you actually know anything really. While you your bosses clearly think highly of your potential as a manager, it is unlikely that they will expect you to know everything immediately. Even if you suddenly realize several weeks into the job that you don’t understand something, don’t soldier on if help is available. Don’t feel bad about asking questions, especially at the beginning. Nothing will sound too silly, and the relief of knowing the correct answer will be enormous.

It’s a funny thing, but I learned that your team will respect you more for being human and asking for their help, than they will for lying to them about what you don’t know.

3. Delegate but don’t abdicate

Another mistake I made, was to try to do everything myself. I was used to being the expert, and found it hard to take a step back. I forgot that I was now the manager and my role was to guide the members of my team into learning how to do things themselves. I soon found myself working nights and weekends, because I didn’t empower my team and delegate work to them. But when I tried to give them chunks of work, I couldn’t understand why it didn’t get done.

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I learned that delegating will give your life back, but only if you train, inform and support your team members – not just dump tasks on them. Think ‘trust but verify’.

4. Focus on the outcomes, not on the process

One reason I didn’t delegate well is that I expected everyone to do thing the way I would do them. Well they didn’t. Sometimes they did it differently, sometimes they did it better and sometimes worse. I learned to focus on the outcomes and just give support to anyone who is clearly struggling. Otherwise, leave them alone. I always hated being micro managed and, guess what, so does everyone else.

5. Think like a facilitator

Although I had an excellent team, who were well trained and experienced, I didn’t take the time to get to know everyone’s strengths and weaknesses. I forgot that my job was to facilitate them to deliver the goods according to their abilities. In these modern times, teams are increasingly made up of well-trained and experienced individuals.  As a new manager, your role is to facilitate overall goal achievement, not to tell the team how they should do every task.

6. The buck stops on your desk

When I was an expert, I always knew that my boss was there to catch any problems in the rest of team. I somehow forgot that as a manager, I now had responsibility for the whole team. If they didn’t get it right, it wasn’t just their responsibility, it was now mine too.

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As a manager this means that you have to be aware of the problems, and make sure someone takes responsibility for resolving it. Ensure they have the necessary resources to resolve the problem, trust them but don’t forget to follow up. A good way to do this is to walk around your workplace and ask open questions of your team.

7. Say No sometimes

On the other hand, don’t feel you have to bend over backwards in solving everyone’s problems for them. If you do, you will soon have a desk full of ‘sick monkeys’ – problems your team has delegated to you! If you are conscientious, this will probably be difficult.

But I found that a team will learn better if they at least try and identify some possible solutions to the problem first.

8. Share your plan

I like planning. You decide on a goal and then determine a series of steps necessary to get there. My boss usually gave me my goal, but if not, I would ask him for one. If you’re familiar with project management, you’ll know that the best plans have milestones. Milestones are markers and measures of progress on your plan e.g. all outstanding customers queries now answered within 2 days, 2 new customers on board this month, team training plans agreed etc.

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I actually did all this. But I forgot that my team needed to contribute to the plan and understand what their role is delivering the plan was.

I like that think I eventually got better at managing people. At least other people tell me I did! But coming from an intensely technical role, where I was the expert, it was a complete culture change to having to manage other people. By sharing the mistakes I made in my first management job, I hope to spare you the pain of making the same mistakes.

Featured photo credit: business men/Markus Spiske via imcreator.com

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Published on July 27, 2021

15 Smart Video Conferencing Etiquette Tips to Follow

15 Smart Video Conferencing Etiquette Tips to Follow
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During the pandemic, video conferencing replaced in-person meetings and has now become the standard option for business meetings. Over the past 17 months, most workers have gotten past the video conferencing learning curve with Zoom or Microsoft Teams (or their platform of choice).

But just as with in-person meetings, attention can wax and wane. Some say we’re just not used to staring at ourselves so much on the screen. Instead of fixating on that, try employing smart video conferencing etiquette, or you may risk indiscretions that will flag you as a slacker.

Put the Pro in Professional

After more than a year of fine-tuning, here are the new rules of video conferencing etiquette.

1. Mute Your Mobile and Other Devices

The first video conference etiquette you need to know is muting your other devices. Just as in the pre-COVID days, someone’s obnoxious ring tone blaring Taylor Swift’s newest single in the middle of a meeting is also an annoyance if it happens during a Zoom meeting and so is the inevitable fumbling to turn off the sound. Even the apologies to the group get tiresome.

Also, when notifications are activated on the computer that you’re using for the meeting, the incoming message takes over the audio and you’ll miss out on snippets of the conversation. Be sure to eliminate this possible faux pas.

2. Dress the Part

While working from home, you may have fallen into the habit of slipping on your comfiest T-shirt each day. Hey, no judgments! But before you log on to your video conference, try to make an effort with your appearance.

Depending on your company culture and the importance of your meeting, consider dressing the part of the professional whom you wish to project. It will help you feel more self-assured, and others will likely take you more seriously.

For women, wear light make-up, put on earrings, and make sure your blouse is crisply pressed. For men, show up freshly shaved. Wearing a crisp collared shirt in a solid color will usually suffice.

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Pro Tip: Stay away from wearing white or black, unless those colors look great on you. Consider wearing light blue or brown instead.

3. Stage Your Workspace

Have you noticed the backdrops of experts interviewed on news shows? Bookshelves and photographs are carefully curated, and no busy-patterned furniture or artwork is in sight.

Take note of what appears behind you when you choose the location of your video conferences. Piles of junk mail on the table or stacks of folded laundry on the couch will convey more about your personal life than you care to share. Make sure you remove clutter from the camera’s eye, and present a tidy, orderly workspace to your colleagues, coworkers, and bosses.

4. Put Some Thought Into Lighting and Perspective

Be aware that in a video conference, your computer camera can actually make you look up to ten pounds heavier depending on where you sit. But you can easily drop those added pounds by moving back from the screen to diminish the wide-angle distortion.

Frame your head on the screen by tilting the screen up or down. Also, it’s best to not place yourself in front of a window or bright light, which makes you appear in shadow. Instead, face the light source, moving it (or yourself) until you have a flattering amount of illumination. You can also purchase some small spotlights that allow you to add light as needed.

Pro Tip: If your lights add too much redness to your skin, consider counter-balancing with a green filter.

Remember That Half of Life Is Showing Up

5. Arrive on Time

In the old days of in-person meetings, it was nearly impossible to slip in late into a meeting unnoticed. In today’s video conferences, logging in late still shows poor form. Instead, strive to arrive five minutes early and get yourself settled.

Once the meeting is underway, the host may be less attentive about late arrivals waiting to be let in. Diverting the host’s attention away from the meeting with a tardy entry request is the ultimate giveaway that you didn’t honor the schedule. If you don’t want a black mark against you, log in on time.

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6. Turn on Your Video

Few people like to see their face on the screen, but buck up and turn on your camera in video conferences. In most cases, it’s better to be a face on a screen than a name in a blank square. Your statements will be more memorable when other meeting attendees can see you.

If you need to turn off the video, either because of a poor connection, some commotion in the room, or a need for a quick break, give a short explanation via the chat feature. Then, go back on video as soon as you’re able.

Pro Tip: Keep your explanation for your departure pithy. “Sorry! Doorbell rang. Back in five” says it all. Be sure to honor what you say in chat and really do return in five minutes.

7. Plan Ahead Before Sharing Your Screen

Don’t be one of those people who makes everyone else wait as you click through folders in search of a document. That’s just poor video conferencing etiquette. If you know you’ll need to share a document or video on your screen, prepare by pulling it out of its folder and onto your desktop. Also, clean up the files and folders on your desktop to reduce clutter and facilitate easy access. Close other programs like chat, calendar notifications, and email. Disable pop-up notifications to ensure there’ll be no unforeseen distractions.

Be sure to remind the host before the meeting that you’ll need them to activate the screen-sharing function. Show courtesy once you’re finished by hitting “stop share” to return to the screen with participants.

Attend to the Pesky Details

8. Make Sure That Meetings Remain Right-Sized

With the easy accessibility of video conferencing, it can be tempting to extend the meeting invitation beyond the core group and include everyone peripherally involved in a project. But just as with in-person meetings, the more people involved, the more unwieldy the meeting becomes.

Use good judgment when asking others to sit through a video conference so that you don’t needlessly take up others’ time and so that participants can be fully engaged.

9. Remember to “Unmute” Before You Speak

Most of us are likely able to count on one hand the number of video conferences when someone didn’t have to be reminded, “You’re on mute!” Forgetting to unmute before speaking has become one of the most common missteps in video conferencing.[1]

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Show everyone your impeccable video-conferencing poise by managing your mute feature with flawless control.

10. Stay on Point to Keep the Meeting Length in Check

As with in-person meetings, an agenda with assigned time limits for discussions remains necessary to keep a meeting focused. Data shows, however, that video conferencing can actually reduce meeting time.[2] Reasons include the elimination of commuting time and the ability to screen share and annotate to keep everyone on task.

Additionally, side conversations are virtually impossible with video conferencing now that you can no longer have back-and-forth exchanges with the person beside you.

Pro Tip: If you’re running the meeting, let attendees know in advance the protocol for the chat feature. Is it okay for them to “chat among themselves” or not? (See point 11, as well.)

Talking Has a Time and a Place

11. Chat Appropriately

Just like side conversations or texting in an in-person meeting, the use of the chat feature during a video conference can be disrespectful unless it’s directed to all participants. Hence, it’s good video conferencing etiquette to mind your use of the chat.

At the start of the meeting, you may want to ask the host if it’s alright for participants to use the chat feature. This allows them to disable it if they choose. Used appropriately, it can be a helpful tool to clarify or amplify an earlier point once the conversation has moved on or to let the group know that you need to sign off early (and why).

12. Use the “Raise Hand” Feature to Avoid Interruptions

The slight lag in many video conferences can result in speaking over another person if you attempt to jump into a conversation. To avoid this awkward interruption, indicate when you have something to add to the discussion with the raise-your-hand feature that signals the host you would like to speak. This effective meeting management device makes video conferencing run more smoothly, especially with a large group, but it must be activated and monitored by the host.

Pro Tip: For meetings of six to ten people, sometimes the old-fashioned raising of your physical hand may be the best option. But it’s up to the meeting host. Ask them what they would prefer, and follow that.

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13. Don’t Record the Session or Take Photos Without Prior Permission

In this case, not sharing is caring. The “sharing culture” made popular through social media has little place in video conferencing. Before recording a meeting or capturing a screenshot of the participants, always ask for consent in advance from the full roster of attendees. Knowing that a video conference will be photographed or recorded could have a bearing on what others are willing to discuss.

Manage Yourself

14. Minimize Distractions

While de-activating audio and video features can keep distractions from affecting the other participants, you will need to manage noise and disruptions on your end to give your full attention to the meeting.

Move out of high-traffic zones in your home, keep your door closed, and ask family members to be considerate.

15. Save Snacking for Later

Save snacking for later—or earlier. Eating while on video conference is a no-no. Munching in front of the group while close to the camera—as you are when video conferencing—subjects the participants to an up-close and (too) personal view of your food consumption process.

However, it’s perfectly fine to sip quietly from a glass of water or cup of coffee or tea. If the meeting threatens to last for more than two hours, you may want to ask the host in advance to schedule a five-minute break at the halfway point.

Final Thoughts

Even though bosses are now beginning to ask workers to spend some of their workdays on-site, up to 80 percent will permit employees to work remotely at least part of the time, which means more video conferencing in your future.[3] Mastering these video conferencing etiquette tips will help you dial in—as well as dial back—your participation and demonstrate your unwavering level of engagement to the team.

Featured photo credit: Chris Montgomery via unsplash.com

Reference

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