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Published on December 4, 2019

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

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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 December 2, 2019

How to Develop Mental Toughness And Stay Strong

How to Develop Mental Toughness And Stay Strong

Are you the kind of person who wants to achieve massive success in your life? Do you have the mental toughness to make that happen?

I think we can all agree that no matter your ambitions, achieving success can be difficult; and over time, the daily grind can take a toll on your physical, mental, and emotional energy.

Achievers and high performers from all walks of life face ups and downs along the path to success—they face failure, burnout, discouragement, fatigue, self-limiting beliefs, stress, and so much more.

How do some people continually strive towards their personal goals year after year while others give up on them? How do those people stay strong and persevere when there is so much stacked against them?

Studies now show that mental strength is a critical key to success. If you haven’t read Angela Duckworth’s book Grit, you should. In it, she shows that “the secret to outstanding achievement is not talent but a special blend of passion and persistence she calls ‘grit.’” In other words, mental toughness plays a significant role when it comes to achieving goals.

Sometimes, our goals wear us down and leave us feeling exhausted. Other times, our goals get difficult, and success seems impossible, so we lose hope, become discouraged, and want to quit.

At its core, mental toughness is simply the ability to stick to something when the going gets tough. People with high levels of mental toughness can push beyond these obstacles and forge a path towards success while those with lower levels of mental toughness may abandon their dreams.

Want to know the good news?

No matter who you are, what you’ve been told, or what you currently believe, you can develop the mental toughness you need to be successful.

All you need to do is learn to develop a positive mindset, focus on your why, and utilize the people around you for support.

1. Develop a Positive Mindset

If you’re going to increase your mental toughness, the first thing you have to do is focus on building a strong, positive mindset.

According to the Cleveland Clinic, the average person has 60,000 thoughts per day. Of those, 95% of those thoughts repeat each day and, on average, 80% of repeated ideas are negative.[1]

That’s roughly 45,600 negative thoughts per day!

Carrying around these negative thoughts is like going on a hike in the mountains with a backpack full of rocks. The hike is hard enough on its own, but having extra junk weighing you down is a recipe for failure.

Sometimes, building mental toughness isn’t as much about building new strength as it is about saving your strength for the right tasks. Wouldn’t it be easier to dump the rocks out of the backpack instead of trying to get strong enough to carry the extra weight?

Absolutely!

But how can we learn to spot those 45,600 negative thoughts and get rid of them? How can we empty our metaphorical backpack?

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Well, it gets a whole lot easier if you know what you’re looking for. Some of the most prominent types of negative thoughts are self-limiting beliefs, all-or-nothing thinking, and dwelling.

Let Go of Self-Limiting Beliefs

It’s pretty hard to be mentally tough when you’re constantly beating yourself up. Self-limiting beliefs are any beliefs that hold you back in some way. Here are some examples:

“I’m not smart enough to…”

“I don’t have enough experience to…”

“I’ve tried that before, and it didn’t go well, so I must just be bad at…”

When we allow these self-limiting beliefs to flood our minds, negative self-talk runs rampant, and we crowd out our ability to think positively. We’re effectively working against ourselves.

If you want to keep your mind strong on your path to success, you have to overcome the self-limiting beliefs that are holding you back by realizing one key truth: self-limiting beliefs are thoughts, not facts.

When you recognize a self-limiting belief cropping up in your mind, quickly silence it by telling yourself that it’s not true and then back that up with some positive affirmations:

  • “I am smart enough; I may just need to do some more research first.”
  • “I may not have as much experience as someone else, but that’s not going to stop me from trying. I have enough experience to get started. I’ll figure the rest out on the way.”
  • “Just because I failed at this last time doesn’t mean I’m going to fail this time. My past does not dictate my future.”

Get Rid of the All-or-Nothing Thinking

Another form of negative thinking that could be preventing you from building mental toughness is all-or-nothing thinking.

All-or-nothing thinking is the concept of thinking in extremes. You are either a success or a failure. Your performance was totally good or totally awful. If you’re not perfect, then you’re a failure.

But this isn’t true!

If you’re trying to lose 30 pounds and only lost 28, isn’t that still better than not losing any weight at all? I’d say so!

If you allow all-or-nothing thinking to rule your mind, you’ll be on cloud nine when you succeed, but you’ll beat yourself up when you “fail.” Acknowledging the shades of gray in between will allow you to see success more often and it will help you celebrate your smaller wins.

When you recognize an all-or-nothing thought, remember to look for the positive in the situation. What did you gain by trying? What would you have missed out on had you not tried? Could you do better if you were to try again?

Ditch the Dwelling

Self-Limiting Beliefs and All-or-Nothing Thinking can lead to a bad case of dwelling on the negative. If you want to build some mental toughness and keep your mind strong, you have to ditch the dwelling.

Every day, bad things happen to each of us, and while there’s nothing we can do to prevent that, we can control how we react to these situations.

When we dwell on our misfortunes, we waste massive amounts of energy that we could be using to achieve our goals. When this happens, we’re more likely to quit altogether.

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But that doesn’t mean you’re not mentally tough; it just means you’re misusing your energy.

The next time something bad happens, it’s important to allow yourself to feel the disappointment and frustration, but work on reducing the amount of time you dwell on the situation.

Easier said than done, right? Try these:

  1. Call a friend or mentor and talk it through with them. Get some outside perspective on your situation.
  2. Time block your dwelling by allowing yourself to dwell for no more than one hour.
  3. Then, tell yourself to move on, that you’re human, and you’re allowed to make mistakes or experience setbacks.
  4. If all else fails, find a good way to distract yourself until you can calm down and reexamine things with a clear mind.

The faster you can focus on the positives and move past the problem, the quicker you can get back to achieving success in your life.

Be Patient about the Process

No matter which negative thoughts tend to run around your mind, working to replace them with positive thoughts can take time.

Learning to spot self-limiting beliefs, all-or-nothing thinking, or dwelling is one thing, but learning to quiet those thoughts is another thing entirely.

If at first you don’t succeed, don’t fret. Instead, take a deep breath and try again. As you work towards improving your mindfulness and your mental toughness, remember that you’re going to get better with time.

To make things a little easier, it helps to connect with your purpose.

2. Connect with Your Purpose

One of the most critical elements to building mental toughness and keeping a strong and focused mind is having a strong ‘why’ for everything you want to do.

If you set out to achieve a huge goal that you don’t have a ‘why’ for, you’re going to find yourself distracted, discouraged, or disengaged as soon as you experience your first setback.

Think about the last time you were working on a goal or resolution and things weren’t going well, maybe you even wanted to quit. Perhaps you thought you didn’t have enough willpower. Maybe you told yourself that you didn’t have enough discipline.

Here’s the truth: you just didn’t have a strong enough why.

Simon Sinek has been spreading his message “Start with Why” across the globe.[2] In short, he says that:

“Your ‘why’ is the purpose, cause or belief that inspires you.”

One of the biggest drains on your mental energy is pursuing a goal or a task that you don’t have a ‘why’ for. This is when we tend to look for external motivation or question our willpower, but those aren’t the issues.

Often, we set goals because we like the idea of the goal, not the reality of the goal. Without connecting to our why, we can’t intrinsically motivate ourselves to achieve our most challenging goals.

Find Intrinsic Motivation

Intrinsic motivation is our innate desire to do something and it comes when we work towards something that satisfies ourselves above all else—not our parents or our bosses or our teachers.

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Let’s say you think you want to quit smoking because you know it’s bad for you, but you really enjoy smoking. If you don’t truly want to quit smoking, it’s going to be nearly impossible, regardless of your willpower or mental toughness.

But if you want to quit smoking because you just had a baby, and you don’t want your baby growing up around smoke, then that ‘why’ is going to give you intrinsic motivation. Intrinsic motivation is far more powerful than sheer stubborn willpower, and it’s far easier to maintain over the long haul.

If you’re trying to develop mental toughness, connecting a why to everything you want to achieve will reduce the effort and energy it will take to achieve those things. Once you’ve found a strong why for all of your goals, you’ll find that you’ll have significantly more energy to pursue your more difficult challenges.

3. Find Strength in Unity

The final aspect of developing mental toughness is embracing the idea that you’re not in this alone. It’s a fact, anyone who’s ever achieved success in anything didn’t do so alone.

Bill Gates didn’t build Microsoft alone. Oprah didn’t build her network by herself. Steve Jobs didn’t invent the iPhone without a team. Michelle Obama didn’t implement the “Let’s Move” campaign on her own.

Behind all of these successful people were countless other people who were there offering support, mentorship, guidance, and encouragement.

If you want to develop unmatched mental toughness, you need to understand that you don’t have to go it alone. Even the toughest Navy Seals have a team backing them up.

If you want to stay strong in your endeavors, you need to build a team of supporters who will step in and back you up when it counts.

Find a Mentor or Committee of Mentors

The benefits of having a great mentor are far too many to list, but to boil it down to the basics, a mentor is someone who will help show you the path to success.

A good mentor will help you discover your greatest strengths, spot and overcome your blind spots, and work through your weaknesses.

If you’re struggling to deal with your internal negativity or with finding your purpose, talk it through with a mentor. Sometimes we lose the forest for the trees, and a mentor can help us take a step back and see the bigger picture.

Here’s how to find the right mentor for yourself: How to Find a Mentor That Will Help You Succeed

Recruit Some Cheerleaders

If you want to stay strong, it never hurts to have a group of personal cheerleaders. Unlike mentors who are going to jump in and help you address your problems, a group of cheerleaders will help keep your spirits up.

Even if you have a strong ‘why’ and a positive mindset, it’s nearly impossible to maintain a positive attitude 100% of the time. It doesn’t make you weak to need some help from time to time. Having a group of people cheering you on will make all the difference in the world.

As you work towards your goals, tell a few close friends about what you’re doing, and when things get tough, tell them about it. And when they give you the pep talk you need, don’t resist their positivity or counter it with your self-limiting beliefs or your all-or-nothing attitude.

Allow their optimism to refill your energy and use that energy to press on.

Form an Accountability Group

Cheerleaders are great, but sometimes we need someone to give us the kick we need to keep going. You might have a strong ‘why’ for running a marathon or losing 30 pounds, but that doesn’t mean it’s going to be easy; and trying to force yourself to follow through is a sure way to tax your mental energy.

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Why not save some of your mental energy by forming an accountability group?

Find a person or a few people who have similar goals, or at the very least, the need for an accountability partner. Then, form an agreement within the group to push each other every day.

Even if your goals aren’t the same, accountability partners are great for giving us the push we need when we need it most.

Regardless of which relationships you choose, sometimes we have to be able to work through things on our own. Mentors, cheerleaders, and accountability partners are a great way for us to combat our naturally negative mindsets, but occasionally we have to be able to pick ourselves back up.

4. Learn to Pick Yourself Back Up After Setbacks

Building a strong mindset and developing mental toughness isn’t easy! Anyone who’s ever achieved massive success knows that obstacles, setbacks, and failure are inevitable, and you’re no different.

As you work on your goals, you’re going to face many ups and downs, but this doesn’t mean that you don’t have mental toughness, willpower, or discipline.

We all struggle. We all fail. It’s what we decide to do after we fail that truly counts.

When you find yourself in a low spot, ask yourself these questions:

  • “Am I being too hard on myself?”
  • “Are negative thoughts such as Self-Limiting Beliefs or All-or-Nothing Thinking distorting my view?”
  • “What’s the positive side of this setback/obstacle/failure?”
  • “Why was this goal important to me? What was my purpose?”
  • “Is this goal still important to me? Do I still have a ‘why’?”
  • “Who can I ask for help? Who can mentor me or cheer me on? Who can help hold me accountable?”

Asking yourself these questions is a great way to check in on your mindset. When we get lost in negative thinking or lose connection to our purpose, it’s far too easy to become discouraged. When we feel discouraged, we start feeling weak, maybe even a little hopeless.

Also, this article provides some useful tips to help you get back on track: How to Deal with Failure and Pick Yourself Back Up

Tying it All Together

Are you still with me? I know I’ve thrown a lot at you, from developing a positive mindset and combatting your internal voice to connecting with purpose and building a committee of mentors. It’s a lot to take it!

But here’s the bottom line:

A crucial part of developing mental toughness is learning to recognize these tendencies and taking action to correct them early on. Developing mental toughness is not about eliminating weakness, but learning how to deal with it and overcome it.

No one is perfect, but when we focus on the right things, we can develop a mental toughness worthy of life’s biggest challenges.

More About Mental Strength

Featured photo credit: Zulmaury Saavedra via unsplash.com

Reference

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