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How to Master Your Management Skills and Build a Strong Team

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.

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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.

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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.

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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)

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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.

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Last Updated on February 17, 2021

50 Ways to Increase Productivity and Achieve More in Less Time

50 Ways to Increase Productivity and Achieve More in Less Time

If you feel like you don’t have enough time to do everything you want to do, maybe it’s time to check-in with your time management skills.

No one is born to be very good at time management, so that’s okay if you think you’re bad in it. But everyone can learn to boost their productivity and achieve more!

Here are 50 ways to increase productivity and add hours to your day.

1. Set a Timer

Estimate the time you need to tackle different tasks and set a timer for each of your tasks. How you go about this is up to you as there are many different ways. There is the Pomodoro technique where you focus on a task for 25 minutes followed by a five minute break afterwards.

In the event that you have a task that will take much longer than that, you can consider one of the many timer-based apps. One that comes to mind is Clockify. It’s used for freelancers and entrepreneurs alike, however it’s a good way to be setting yourself a timer. It provides reports and you can serve as a project manager of sorts too. Best of all, it’s free.

2. Eliminate All Distractions

Distractions include the phone, email notifications and having multiple web browsers open on the desktop. Just as it’s important to be organized offline, it’s key to have things organized online as well. This free guide End Distractions And Find Your Focus is a good tool to help you. With this guide, you’ll learn how to get rid of distractions and boost productivity. Grab your free guide here.

You can also learn more on how to get rid of all distractions in this guide: How to Focus and Maximize Your Productivity (the Definitive Guide)

3. Listen to Music That Boosts Productivity

Distractions should be avoided, but sometimes a bit of music in the background can help you focus.

Of course, it doesn’t need to be heavy rock music, but a bit of Beethoven may do you some good.

Here’s a complete guide to help you pick the right music for better productivity: How To Maximize Your Productivity With Music: A Complete Guide

4. Find Meaning in What You Do (And Love What You Do)

Enjoying what you do is the ultimate way to increase your productivity.

If you aren’t sure what you love doing yet, don’t worry. Leo Babauta has some unique ways to help you: How to Find Your Passion

5. Prioritize your tasks ahead of time.

By listing your tasks in order of importance, you can make sure that you finish all of your most important tasks during the day.

Learn a unique technique to Prioritize Right in 10 Minutes and Work 10X Faster.

6. Batch Similar Tasks into a Single Batch.

Tasks like blog writing, phone calls, email and errands can be grouped into a single batch. You will save time by completing similar tasks in one session. One way to help you with organizing all of those things is through the app Todoist. It’s an easy and simple way for you to plan out your day, set reminders, and group all of your most important tasks in a convenient spot.

7. Complete Your Most Dreaded Tasks First Thing in the Morning.

Whichever activity you are dreading the most is probably the one you need to complete first thing in the morning.

Many people tend to check emails in the morning because after checking a list of emails, they feel fulfilled. But that’s just an illusion of having achieved more.

Doing simple tasks like checking emails first in the morning is bad for you. Instead, do the difficult tasks because you have more energy in the morning to tackle them!

8. Reward Yourself for Finishing a Big Task

To stay motivated for whatever you do, reward yourself every now and then.

Keep track of your small wins and milestones and celebrate them. So whenever you struggle about your progress, you see how far you’ve come!

Find out more about this 2-Step Approach to Self-Motivation: Track Small Wins and Reward Yourself.

9. Don’t Multitask

Research has shown that multitasking is not productive. If you think you can multitask, think again.

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For optimum productivity, focus on one thing at a time.

10. Step Away from the Computer

The Internet has become one of the number one distraction. To increase your productivity, try to do as much of your work offline as possible.

I do this a lot when I try to brainstom new ideas and have found it to be very beneficial to simply unplug.

11. Use Focus Tools

Make good use of apps and technology to help you remove distractions.

Here’re 18 Best Time Management Apps and Tools to help you stay focused. This way, you’re not distracted by the web, e-mail, or IM.

Also, join the free Fast-Track Class – Overcoming Distraction, and you’ll learn the one simple method to work even when you’re surrounded by distractions. Join the free session now!

12. Just Start

Often times, starting is the hardest part. People tend to wait for the perfect time with perfect condition to start. But there’s no perfect condition.

Once you get going, you will quickly get into a rhythm that could last for hours.

13. Find out Your Productive Hours

Everyone has a certain time of the day in which they are more productive than others. For me, it’s the morning.

Find out when your prime time is for productivity and optimize your work schedule accordingly.

14. Keep a Notebook and Pen on Hand at All Times

This way, you can write down your thoughts, to-dos and ideas at any time. The key is to get everything out of your head and onto paper. Your subconscious mind won’t be reminding you about it every other second. Another consideration is getting the app Evernote. Not only does this save you on ink and paper, Evernote is a convenient place for you to jot down notes and thoughts and then share them with the team. In certain circumstances, this can prove useful if you’re the type of person that has a lot of ideas that you want to share.

15. Write a Blog to Chronicle Your Own Personal Development and Achievements

The blog keeps you accountable and always working towards self improvement and personal growth.

When you write down all the small achievements you’ve been having, you’re also more motivated to move forward.

And you know what, this is how I started Lifehack too! What also helped me in starting Lifehack is WordPress, which allows people to set up a website for free. WordPress has simplified a lot of the process of building a site to the point that virtually anyone can build a website now.

16. Write out a To-Do-List Each Day

I like to plan my day the night before. This way, I can get started on my most important tasks as soon as I wake up. The Full Life Planner is a nice tool to help you organize your days and get things that matter done. Check out the planner here and start to plan your day ahead easily!

Make sure you don’t make any of these common to-do-list mistakes!

17. Write Your Most Important Tasks and To-Dos on a Calendar.

The key to good time management is knowing where to be and what to be doing there at any given time. Effective calendar management goes hand in hand with good task list management.

Learn here How to Use a Calendar to Create Time and Space.

18. Reflect on Your Productivity Constantly

As you go throughout your day, repeatedly ask yourself:

“Am I currently making the best possible use of my time?”

This one simple question can be an excellent boost to your productivity.

19. Get up Early Before Anyone Else

I know it could be difficult for some to wake up early in the morning but nothing beats a quiet house!

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Here’s How to Start Your Day at 5:00 AM and some Simple Things Early Risers Do to make waking up early easier.

20. Get Plenty of Sleep

When you work online, sleep can become a long lost memory. However, it’s important to get plenty of sleep so that your working hours can be as productive as possible.

Try out this night routine which I highly recommend for productivity: The Ultimate Night Routine Guide: Sleep Better and Wake Up Productive

21. Exercise

Research has shown that midday exercise boosts productivity and morale in the workplace.

Take a short walk at lunch or do some simple stretches during your break to maximize your productivity.

Here I have some exercises recommendations for you:

22. Outsource as Much as Possible

If you want to achieve more in less time, learn to delegate or outsource work. Here are just a few of the companies that will help you outsource your everyday tasks:

Also, read this guide to learn how to delegate effectively: How to Delegate Work (the Definitive Guide for Successful Leaders)

23. Set Some Exciting Goals

Without worthy goals, you will never be motivated to get things done.

Set goals that are challenging and achievable. The best goal setting framework is a SMART goal. That said, there are other tools that can help you out as well. For example, The Dreamers’ Guide To Reaching Your Goal is a great guide to help you set and reach goals effectively. Grab your free guide and learn how to make your goals happen this year!

24. Tell Other People About Your Goals

When you tell others about your goals, you will instantly be held accountable.

25. Listen to Podcasts

Listen to educational podcasts or audio books while you’re driving to work, cleaning the house, exercising, or cooking dinner.

Audio learning has the power to add hours to your day. Not to mention, your cranium is sure to thank you for it.

Some recommendations for you: 11 Podcasts To Inspire Yourself

26. Read David Allen’s best-selling book Getting Things Done

This is one of the most important productivity books you will ever read. Read it, apply the tips in your daily lives and get more things done.

Here’re more great books about productivity too: 35 Books on Productivity and Organizational Skills for an Effective Life

27. Learn to Speed Read

When you can read faster, you will read and learn more! Check out these 10 Ways to Increase Your Reading Speed.

You can also make use of the app OutRead to help speed up your reading speed!

28. Learn to Skip When You Read

When you’re reading a book, just read the parts that you need and skip the rest. But you have to read with a purpose.

Learn how to make it work here: How to Read 10X Faster and Retain More

29. Focus on Result-Oriented Activities

Pareto’s law (also known as the 80 20 rule) states that 80% of the outputs result from 20% of the inputs. This means that 20% of our actions result in 80% of the results.

We must find the 20% that is creating the 80% of our desired outcomes and focus solely on those activities.

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30. Take a Break

You can’t always be working at optimum productivity. Instead, you should shoot for working in short bursts at your most productive times.

31. Start a Polyphasic Sleep Schedule

What is polyphasic sleep?

Polyphasic sleep is a sleep pattern specification intended to compress sleep time to 2-5 hours daily.[1] This is achieved by spreading out sleep into short (around 20-45 minute) naps throughout the day. This allows for more waking hours with relatively high alertness.

While you can learn more about it here, you’re recommended to take some naps during the day to recharge your energy too.

32. Learn to Say “No”.

We can’t do everything and therefore we must learn when to say no in order to save our sanity.

Learn the Gentle Art of Saying No from Leo Babauta.

33. Go on an Information Diet

Most of the world lives on information overload. We must eliminate mindless Internet surfing.

Stop reading three different newspapers a day and checking your RSS feeds multiple times a day. Otherwise, you’ll never get anything done.

The key is to limit yourself only to information that you can immediately take action on. Here’re some simple tips you can try: 10 Simple Productivity Tricks To Manage Overloaded Information

34. Organize Your Office

The piles of paper around your desk can be a huge barrier on your productivity. Optimize your time by organizing your office, setting up a system and dumping the junk.

Check out these 21 Tips to Organize Your Office and Get More Done and 20 Easy Home Office Organization Ideas to Boost Your Productivity.

35. Find a Mentor

By modeling after those who have already achieved success, you will save yourself a lot of time and energy.

A good mentor is hard to find, so here’s a guide to help you: What to Look for in a Mentor

36. Learn Keyboard Shortcuts

With technology’s help, you can double your work efficiency. Even better, you learn all the shortcuts when using technology, for example keyboard shortcuts.

When you use keyboard shortcut, you gain 64 hours every year!

Not sure what shortcuts to lear? Check out these 22 Tricks That Can Make Anyone A Keyboard Ninja.

Besides learning the shortcuts, you can also create keyboard shortcuts with AutoHotKey.

37. Improve Your Typing Speed to Save Time

Do you know you can save 21 days per year just by typing fast?

You don’t really need to take some serious courses to type faster, try these typing games online:

38. Work from Home and Avoid the Daily Commute

If your job is a flexible one, consider working from home. This saves you the commute time and you’ll find yourself more energetic throughout the day as you have saved the long ride.

Take a look at these tips to help you stay productive while working from home:

How to Work from Home and Stay Ultra-Productive

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39. Get Rid of Time Wasters

Common time wasters include Instant Messenger, video games, Flickr, checking your stats 10 times a day, television and extraneous Internet surfing.

Don’t rely on your willpower, make use of some of these useful tools to help you stay focus: 10 Online Apps for Better Focus

40. Plan Your Meals in Advance

Plan out all of your meals a week ahead and make your grocery list accordingly. This allows you to focus on the necessary – saving you time and money. You can also save yourself even more time through a wide variety of apps. One app that I find helpful is Mealime. It’s an app that provides you with a wide selection of recipes and also a convenient spot for your grocery list as well.

Considering the fact that over 4 million users have this app, it goes to show that there is a good selection of meal plans that you can follow and that the app is friendly to use.

41. Cook Your Meals in Bulk

When you cook your meals in bulk, you will have plenty of leftovers. This can avoid having to cook everyday.

Find out more about how to make cooking in bulk works: Once a Month Cooking: Productivity Hack or Overrated Time Suck?

42. Protect Yourself from Unnecessary Phone Time with Caller ID

The minutes you spend on picking up unnecessary phone calls are time wasted. You can prevent that from happening.

Check out this detailed guide how you can deal with those unnecessary phone calls: How To Lose the Useless Items that Weigh Down Your Day – Cellphone Calls

43. Take Shorter Showers

This one may sound silly but it’s actually something I struggle with. I spend up to 30 minutes in the shower. Think of the time I could save simply by speeding up a bit.

44. Save the Trips to Bank by Taking Direct Deposit

Many employers now offer direct deposit. If yours does, then be sure and take advantage of it and save yourself from a number of trips to the bank.

45. Auto Pay Your Bills

How many times have you been worried about whether you missed the bills deadline?

Auto paying your bills will save you time and eliminate late fees and increased interest rates.

46. Shop Online

Whenever possible, avoid going to the store. When you shop online, you can be more focus about what you’re getting.

47. Speed up your Internet With a Broadband Connection

Many people are aware of the slow speed of internet but aren’t doing anything about it. In fact, this is the number one Internet time-saver!

If you must use dial-up, then you can use accelerators like Propel and SlipStream to double or even triple your speed.

48. Keep up the Speed of Your Computer

If you’re a Windows user, use Windows hibernation feature to avoid the slowdown of exiting and restarting Windows.

Or maybe, consider switching to Mac as there’re plenty of Advantages You Probably Don’t Know About Switching To Mac From PC.

49. Turn off the TV

The average American watches more than 4 hours of television every day. Over a 65-year life, that’s 9 years glued to the tube.

For better health and productivity, turn off the TV. Here’re 11 more reasons to tell you to stop watching TV so often.

Turn off the TV and you are sure to get more out of life.

50. Use a Tivo or DVR

This can help you cut an hour-long television show down to just 40 minutes. You can save time while not missing the fun.

So, here’s the ultimate list of techniques you should learn to boost productivity. Pick the techniques that work for you and make them your daily habits. As time goes, you’ll find yourself being a lot more productive.

More Time Management Tips

Featured photo credit: Pexels via pexels.com

Reference

[1] Medical News Today: What is biphasic and polyphasic sleep?

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