Advertising

How to Master Your Management Skills and Build a Strong Team

Advertising
How to Master Your Management Skills and Build a Strong Team

Whether you work as a manager or not, you need strong management skills. Editors work with writers every day. Developers and designers have interns to lead. Even stay-at-home parents have children to raise and inspire .

In each of those roles, management means more than getting the work done. I’ve surrounded myself with some of the top sales speakers in the world and a message I always hear is that great managers focus on taking care of their people. They delegate strategically and set the example for how the team should interact.

What makes a great manager? Either in school or through practice, managers must learn a series of principles and management skills.

The Principles of Management

Leaders may have different styles, but their management skills rely on the same foundation. In the early 20th century, French engineer Henri Fayol laid out 14 principles in his book General and Industrial Management that are still taught today:

1. Division of Work

On every team, members have different abilities. It takes real management skills to divide work in a way that maximizes workers’ strengths while shoring up their weaknesses.

2. Authority and Responsibility

Every member of a team is responsible to some degree for its success. To hold everyone accountable to his or her responsibilities, management must have the authority to order, reward, and reprimand as necessary.

3. Discipline

Disciplined team members obey orders when they can and respectfully explain themselves when they can’t. Managers with discipline actively grow their management skills and hold their teams to account. Without discipline, teams fall apart.

4. Unity of Command

To avoid confusion, team members must take orders from and answer to one person. When multiple people are in charge, conflicting commands are inevitable.

5. Unity of Direction

To be a team, all members must be rowing in the same direction. Managers need to set clear objectives and develop a singular action plan.

Advertising

6. Subordination of Individual Needs

Teams fail when members serve their own interests. Workers and managers alike must put the needs of the group above their own, including the individual interests of the manager.

7. Remuneration

Managers must recognize workers for the contributions they make. Not all remuneration is monetary. In addition to financial compensation, managers can use compliments, titles, and privileges to make employees feel appreciated.

8. Centralization

On small teams, all decisions may be made by a single person. But on larger ones, executives may craft the high-level vision while leaving the implementation details to lower and middle managers.

9. Scalar Chain

Teams need structure. Especially if decision-making is decentralized, a chain of command should exist from the c-suite on down. Members must bring concerns directly to the link above them.

10. Order

Chaos is the enemy of management. Managers must provide order across multiple axes: social order, an orderly work environment, and orderly processes for completing work.

11. Equity

Teams don’t survive when their members don’t treat one another fairly. Managers must be kind and avoid playing favorites. Workers must be respectful of one another and their manager, even when the work is difficult.

12. Team Stability

Too much turnover compromises the competency and efficiency of the team. Managers must minimize disruptions by putting the right people in the right roles.

13. Initiative

Every member of a team has to be involved and interested in order for the group to do its best work. Managers must encourage employee initiatives, even when those new ideas conflict with existing ways of doing things.

14. Esprit de Corps

Roughly translated to “team spirit,” espirit de corps describes the importance of morale to a high-functioning team. By cultivating buy-in and unity among workers, managers create trust and culture.

Advertising

Managers don’t spend their days memorizing those principles, of course. What they do is build management skills, through experience as well as through continuing education, that help them put Fayol’s 14 principles into practice.

The Core Management Skills

Ask ten different managers what the most important management skills are, and you’ll get ten different responses. But you can bet the following ones will be popular answers:

Problem Solving

Managers solve problems that executives don’t want to deal with and everyday employees aren’t equipped to deal with. Those problems typically fall into one of three buckets: people, product, or process problems.

People problems concern team dynamics. When two workers on a team can’t seem to get along, it takes strong management skills to sort things out. Although executives typically handle high-level product strategy, they leave product problems like bugs and interface updates to managers of technical teams.

Process problems are the most common issues managers deal with. Customer complaints that fall through the cracks, copy mistakes that wind up in published content, and leaky sales pipelines mostly fall to managers.

Although every manager has his or her own preferred problem-solving techniques, there are a few common ones:

  • Ask “why?” What caused the problem in the first place? If you couldn’t sleep last night, the reason might be that you drank too much coffee. The solution, then, may be to cut yourself off at noon.
  • Brainstorm as many solutions as possible. Silly or simplistic answers are sometimes the best ones. Challenge yourself to spend five minutes ideating answers to a complex problem, refraining from judgment until after your timer goes off.
  • Change your phrasing. The way you discuss a problem influences how your team sees it. Use phrases like “What if,” or “Imagine” to convey possibility. Avoid terms like “impossible” or “too difficult.”

Listening

The best leaders are listeners. Although someone has to give the orders, those with real management skills listen to others’ ideas and concerns before they make a decision. When that choice does not line up with their workers’ suggestions, effective managers explain why.

Just as importantly, managers must listen to those above them. In a hierarchy, each link must carry out the orders of the person they report to. To lead their own teams effectively, managers need to understand the goals and wider plans of company executives.

Great managers also soak up ideas from people who aren’t on their team. Teams — even diverse, large ones — are bubbles. Ryan Hawk, who operates a podcast called the The Learning Leader Show, maintains a database of career and life advice that I really like that’s helped me become a better listener.

Advertising

In a journal or a private document, keep a running list of the best ideas associated with each group. Record insights and suggestions for improvement from your workers. Take notes on executive conversations about improving your management skills. Jot down bits of wisdom that motivate or inspire you, regardless of who said them.

Communication

Listening is only half the picture; managers must communicate openly and regularly up and down the chain of command.

When managers face a challenge that surpasses their management skills, they speak up to their superiors. When a team member keeps making the same mistake, they say something rather than let it slide. When a customer emails or asks to speak with them directly, they respond in a timely and professional manner.

Managers need to be masters of oral and written communication. Becoming a better verbal communicator is really a matter of three things:

  • Managing non-verbal cues. Making eye contact is a sign of respect and a request for the listener’s attention. Smiling makes people want to hear what you have to say. Fidgeting, on the other hand, indicates disinterest or a lack of confidence.
  • Being direct. Avoid going off on tangents or beating around the bush. Making your point in as few words as possible creates clarity and demonstrates respect for others’ time.
  • Using appropriate vocabulary. Be precise in your phrasing. Don’t call a catastrophe a mistake. Don’t use a phrase like “myocardial infarction” when “heart attack” will do.

The last two techniques also apply to written communication. To build your writing and management skills, read and write regularly. Emulate your favorite authors; chances are, they use the conversational-yet-professional style that you aim for in your own emails and memos.

Delegation

The whole reason managers are given teams to lead is so that they can accomplish more than they’d be able to as individuals. That’s why valuing time[1] and a focus on delegation is among the most important management skills.

After you’ve decided which tasks to delegate — which should be any that your team members can do better than you — determine the recipient. The delegatee’s technical skills should align with the task, but so should their temperament and soft skills.

Then, trust your team. As long as you’ve provided clear instructions and a deadline, you shouldn’t need to check in before the project is due. Publicly compliment and reward team members once the work is done.

Learn more about how to delegate effectively in this guide: How to Delegate Work Effectively (Step-By-Step Guide)

Advertising

Motivation

Of all the key management skills, motivation may be the most difficult to learn but also the most important one: 9 Reasons Why Motivation Matters in Leadership

How do you inspire someone to do what might be tedious work day in and day out?

For better or worse, there’s no one-size-fits-all strategy. People are motivated by different things. Raises and bonuses might light a fire under one person, while more paid time off might be the best reward for someone else.

Those with the best management skills use carrots liberally and sticks sparingly. Unless rewards aren’t working to change someone’s behavior, don’t punish them. Remember that if you aren’t ready to fire them, you have to maintain a positive working relationship.

Performance improvement plans are a good intermediary step. If the problem isn’t corrected after three or so months, then perhaps a demotion or pay cut should be on the table.

Final Thoughts

Strong teams don’t build themselves. Only leaders who understand both the principles and key management skills can turn a handful of employees into a well-oiled machine. Learn them, and you’ll have made more of a difference than any new marketing strategy or product feature every could.

More About Team Management

Featured photo credit: You X Ventures via unsplash.com

Reference

[1] Calendar: The Value of Time

More by this author

John Hall

John Hall is the co-founder and president of Calendar, a leading scheduling and productivity app that will change how we manage and invest our time.

10 Reasons Why You Have Trouble Concentrating (and Their Solutions) How To Log Your Daily Activities And Manage Your Time Better Have a Short Attention Span? 15 Ways to Improve It What Is Deep Work And How It Helps You to Stay Focused How to Master Delayed Gratification to Control Your Impulses

Trending in Leadership

1 How To Lead And Manage a Remote Team 2 How To Boost Employee Motivation During Difficult Times 3 7 Effective Ways To Motivate Employees in 2021 4 5 Values of an Effective Leader 5 How to Motivate People Around You and Inspire Them

Read Next

Advertising
Advertising

Last Updated on November 25, 2021

20 Essential Apps And Websites For Digital Nomads

Advertising
20 Essential Apps And Websites For Digital Nomads

Living a life of perpetual travel is pretty exciting – new destinations, new cultures and new incredible people to meet and hang out with! However, working on the road can get pretty hectic at times. As a digital nomad I have found myself in rather awkward situations a lot – from missed deadlines due to incorrect time zone conversion to a nearly missed plane when I forgot to print out my booking and confused the time (I did catch that plane though!).

Being your own boss is equally awesome and hellish. Juggling numerous tasks at once and getting things done super-fast with a terrible wi-fi connection requirea killer organizational skills and zen-like concentration. Try using the next 20 websites and apps to make your life as a digital nomad easier, less stressful and even more exciting!

1. Trello

Trello is your go-to website to stay organized and work super-efficiently on the road. It’s a free service that allows you to create numerous boards for your ongoing projects and plans. Tired of having numerous notes scattered around different apps and lengthy email threads with your clients or team? Just drag and drop them all to Trello, where you can easily collaborate, quickly exchange ideas and notes in the form of cards, leave comments and track the overall progress of the project. You can create numerous boards and organize them the way you like, upload files to each, set deadlines and notifications, plus easily share everything with one click.

My Trello contains two sets of boards – personal and business. I use the first to keep all my travel plans neat and make sure I won’t confuse the flight time or overstay my visa; the second to keep a visual account of my personal goals and various arrangements. The business board is where I have a list of ongoing projects composed into simple to-dos with their current statuses –  along with all the comments from my clients and a separate column for follow-ups.

Trello is an incredible free alternative to similar project management softwares I used before and it can be used for tackling any job – from house renovation to multi-stage marketing campaign! Also available as an app for iOS and Android devices to get updates on the go.

2. f.lux

As a digital nomad you often find yourself working late at night or early morning to keep up with your clients’ time zones. Love checking your email or reading a few articles from your iPad before going to bed? (I do!). Even if you don’t feel it yet, your eyes are seriously suffering from those habits and you can end up having troubles with sleeping as the blue light from your devices negatively impacts your sleeping patterns. Use f.lux – a handy software that will automatically adjust the color of your computer’s display to the time of day – warm at night and like sunlight during the day. F.lux allowed me to be more productive in the mornings and made it easier to slow down my activity in the evenings. As a digital nomad it is essential to stay refreshed as your income depends solely on your productivity. Besides, haven’t we escaped the cubicle to have a better work/life balance and more rest in the first place?

Advertising

3. Focus@Will

As we often find ourselves working at various places around the globe – from a crowded bus station to a jam-packed bar (the only place that has decent wi-fi in the area) – concentrating on your work gets extremely difficult. That’s where Focus@Will comes to rescue. The service offers a wide selection of white noise and simple tunes selected according to a neuroscience-based approach. It seems to work pretty great as I stayed way more concentrated on my work compared to the times when I just blasted my favorite tunes and murmured along. A 30-day free trial has a limited selection of tracks and will stop playing them in an hour (although it could be restarted immediately). The paid service will cost you around $10 for three months. Also available as a free app for iOS and Android devices.

4. Shopify

Let’s admit it, being a digital nomad and working solo gets challenging at times. There are days when you feel like a Renaissance man trying to tackle all things at once and getting expertise in numerous areas. That’s especially true when you are just about to launch your business website, blog or an online store. If you are a creative, you have only basic knowledge (if any) in CSS, HTML or integrated payment systems, so you spend endless hours figuring out how things work instead of doing what you are really good at and earning money.

Try Shopify – a service providing custom no-hassle ecommerce solutions. They offer everything from secure hosting and mobile-optimized websites to secure check-outs with some 70 payment getaways to choose from and assistance with running your online marketing campaign. The rates are incredibly affordable and start from just $29 per month for unlimited access to all their services and features or opt for a 14 day free trial to test them out first!

5. Rescue Time

Proper time management is another great struggle all digital workers face. How many times you have found yourself spending over 12 hours a day in front of your screen and not having all things done? Yeah, it happens to me quite in a while, so I’ve started using Rescue Time – to stay on top of my productivity while still having a normal work/life balance. Install it on your computer and all devices to have an accurate picture of how much time you spend doing certain activities or browsing certain sites (khm..cat videos on YouTube). At the end of each week you’ll receive an email with a fair statement on your (un)productivity.

Rescue Time enables you to give more accurate deadlines to your clients; create accurate hourly invoices as you know exactly how much time you’ve spent doing a certain task and adjusting your rates accordingly and eliminate random activity during your working hours. You can use Light Rescue Time version for free or opt for the premium plan at $6 per month.

6. Every Time Zone

As you probably work with people based anywhere from New Zealand to the West Coast keeping an eye on the deadline or updating them on your progress at 9 am each day may get tricky. Just as sending follow-ups, project proposals and invoices at the right time of the day. Every Time Zone is another great solution for keeping proper track of the time – your client’s time. Add all time zones you need, add your time in the marker at the top and see where this lands in everyone else’s day. No more crazy maths with figuring out when do you need to ring up Joe on Skype if he asked to do that at 11 am EST.

Advertising

7. XE Currency

How many currencies do you have in your wallet? My guess is more than two. As a digital nomad and perpetual traveler you have to keep track on the conversion rates and different currencies all the time. To make sure you are charging an equally fair price in USD/EU/GBP or any other currency out there use XE Currency. Get live conversion rates instantly or add up a list of your preferred and sync ahead of time to have instant offline access from any device. XE Currency is available as a web service, iOS, Android, Windows Phone apps and more.

8. Trail Wallet

My second essential money app for digital nomads is Trail Wallet (currently iOS only). It’s a beautifully crafted and easy-to-use app for tracking your expenses across multiple countries and currencies. You can organize your spendings by country or my month, set max daily budgets and add each dollar you’ve spent on the go. At the end of the month the app will tell you if you gone over your budget or where exactly did the cash flow. It’s perfect for analyzing the cost of living and working at different cities and countries, thus finding the optimal home-base for you when you get tired of being on the road and need to settle down for a while.

9. Xero

And to keep better track of your business-related expenses try Xero. Arguably, the best online bookkeeping and accounting service out there for all the non-accountants. It’s perfect for sending invoices, keeping track of the cash-flow and setting payment notifications on credit cards and recruiting payments. It neatly categorizes all your bank transactions and reconciles them with the transactions you have made in Xero to keep things even more simple. Available for numerous iOS and Android devices, so you can always have access to your data at no time.

10. Tripit

Tripit is one of the best travel planners out there! It’s free, fast and most importantly – works off-line. Just say no more to papers and lost emails. Forward all your booking confirmations – hotels, flights, car rental etc and let the app do all the magic for you by turning it into an easy-to-follow itinerary. You can set up notifications and get access to your data from any device without internet connection. Tripit reduced my frustration of arriving to the wrong terminal or roaming around the new city with my baggage as I haven’t written down the hotel address correctly. It’s a great app I seriously recommend using it to basically anyone who travels.

11. 1Password

Sharing sensitive data, especially passwords with your clients or team and keeping track of them can get challenging. That’s why I’ve started using 1Password – a super secure password-sharing service that allows you to create special vaults with a set of passwords to tools and services only accessible to the people you’ve shared it with. Available for numerous devices, the service gives you peace of mind when sharing anything sensitive via unprotected networks. Speaking of which…

12. Private Internet Access

Keep all your data and computer protected by opting for Private Internet Access. Often we need to make those last minute payments or credit card purchases and the only internet available is a suspicious unprotected network your device somehow found. By using an anonymous encrypted VPN and a private IP you can be 100% sure none of your payment data will be fished or passwords stolen.

Advertising

13. Workfrom

Find the best coffee shops and cafes in your area with this service. Workfrom has a great pool of venues in major US cities – New York, Portland, San Francisco, Seattle – and more destinations worldwide to be added soon! The service is free to join and you’ll get access to numerous cool spots with unbiased opinions of wi-fi connection and cappuccino quality from digital nomads just like you. Reviews also include price range, meals available, general atmosphere and noise range, along with some pro-tips on where to find sockets and which table is the most secluded. I have discovered some of my all time favorites this way like Mr Bean in Amsterdam.

14. Spotted by Locals

Another awesome service to discover good meals and thrilling events at your current base. Spotted by Locals is not that typical city guide with boring touristy routes, but an amazing resources with awesome recommendations from the locals on things to do and places to check out. After all, you’ve chosen a location independent lifestyle to explore the world more, not just spend hours tapping on the keywords in a different environment.

Currently, the website has numerous recommendations for all major European cities – Paris, Madrid, Vienna, Warsaw and many more, plus it gradually expands into North America with Boston, LA, Toronto and Montreal guides recently added. You can browse around the free categorized selection of activities at the website or pay$ 2.99 for a PDF guide with all tips and places neatly listed on the map. Or opt for iOS or Android app ($3.99 each) to gain offline access to one of the city guides along with a detailed map.

15. Jawbone UP

Now when you know where to go and what to see, here’s a handy app that will help you get unstuck from your laptop. Jawbone UP will gently nag you when it’s time to get up and unwind a bit. Install the app and connect it to all your hardware, than let the Up Activity Tracker (a lovely bracelet) analyze your sleeping and activity patterns to help you creating a better lifestyle. The app will monitor and analyze all your actions and suggest you a healthier schedule, help you sleep better and keep up with the exercise routine (which gets erratic when you are on the move). Why do we need more time if we don’t spend it wise, right? The app is free for iOS and Android, however you’ll have to pay 129$ for the bracelet tracker or 49.99$ for the clip.

16. SugarSync

Some like DropBox, others opt for Google Drive, yet my go-to cloud storage service is SugarSync. It’s simpler, more powerful and has a really slick design. After you install it, you just need to right-click the file/folder to instantly back them up at the cloud. Besides, any further change you make to that data will be automatically synchronized. Large files get uploaded extra fast and you can get 250 GB storage space for just $99.99 per year. Also you can access, share and edit all your files via free iOS or Android app supported on numerous devices. Now, I’ve finally stopped worrying what should I do if my laptop gets broken/stolen.

17. Contactually

If you don’t like to get broke and return home, you have to invest a fair share of your time in building ongoing relationships with your clients, vendors or customers depending on what do you do for a living. To avoid this whole thing becoming a huge pain try using Contactually – a simple, yet powerful service that will tell you when and whom you should keep in touch with and how you could maximize your ROI by connecting with the right people at the right time. It will send you notifications when you’ve fallen out of touch with certain contacts (which can mean missed opportunities in the perspective) and prompt when you should reconnect with the most important contacts from your network by providing helpful context clues like social updates and recent conversations to make the whole thing look more genuine. The service boasts that their users get up to 40% more referrals after using their service (backed by case studies) which is kind of essential for you if you’d like to live the nomadic life and work for yourself!

Advertising

18. Schedule Once

If you are working on multiple projects with multiple clients at a time – Schedule Once is your kick-ass service to schedule online meetings and conferences. Create a sleek pre-set calendar when you are available and send people a unique link that allows them to select a suitable time for both of you to connect. The service is fantastic for anyone offering consulting services or coaching sessions and costs just 5$ per month!

19. Spaxtel

Sometimes the internet gets so crappy that calling by Skype is impossible. Or you have a very-very important conversation scheduled and you don’t want any possible glitches to interrupt you. That’s when it’s worth using Spaxtel – a cool service that enables you to make land-line quality phone calls via callback. You don’t need to install any software or have internet access. The rates depends on the quality of call you choose (the lowest discount is pretty great) and the countries from/to you are calling. So far, the price proved to be nearly Skype-affordable for a better overall quality of connection.

20. Earth Class Mail

Snail mail isn’t that popular these days, but you still get some important stuff via it. Say bills and some paychecks. If you don’t want to bug your parents or friends’ to deal with your mail while you are out, try using Earth Mail Class – an affordable mail forwarding service that scans and forwards your mail to the e-mail address of your choice, deposits your checks (for a fee), saves PDFs of your postal mail online and offers in-person pickup and package signing.

Featured photo credit: Avi Richards via unsplash.com

Read Next