Presentation on theme: "HR Soft Skills for Effective Management"— Presentation transcript:
1HR Soft Skills for Effective Management PresentationbyAchievers Consult
2HR Soft skills for Effective Management Programme coverage:Welcome addressIntroductionCourse objectivesCourse OutlinePotential Benefits to participantsUnderstanding of basic Management process
3HR Soft skills for Effective Management INTRODUCTIONIn almost all jobs, there is the need to have soft skills in addition to technical skills in order to be a successful person.In this connection, one of the key focus areas of GRIDCo’s induction programme is to introduce course participants to people skills management also known as soft skills to ensure your effectiveness on the job.
4HR Soft skills for Effective Management Course Objectives:Understand the essential building blocks for effective people management.Understand basic management process.To equip personnel with requisite Supervisory/Leadership skills that impacts team management and team performance
5HR Soft skills for Effective Management Expected Benefits to Participants:Change staff attitude to work.Equip newly engaged staff with basic skills for effective people management.Enhance participants service delivery capabilities.
6HR Soft skills for Effective Management Session One:- Meaning Of Management- Key Management Process:PlanningOrganisingStaffingLeadingControlling ( To be treated in Session Two)
7HR Soft skills for Effective Management Meaning Of Management:“Management can broadly be defined as getting things donethrough people”.or“It is a social and continuous process of planning, organizing,staffing, leading, and controlling”
8HR Soft skills for Effective Management Meaning Of Management:OrganizingStructureHuman resource managementStaffingSelectionTalent MgtSuccession PlngLeadingMotivationLeadershipCommunicationIndividual and group behaviourControllingStandardsMeasurementsComparisonsActionsPlanningGoalsObjectivesStrategiesPlans
9HR Soft skills for Effective Management Key Management Process :- Planning“Planning is a process which entails analyzing and forecasting the resources required to achieve business goals and objectives”Typical business Plan:Strategic PlanOperational PlanImplementation Plan
10HR Soft skills for Effective Management Key Management Process :Benefits of PlanningProvides a sense of direction for the organization and the individual employees.It sets the standard for effective evaluation
11HR Soft skills for Effective Management Key Management Process :- Organizing“Organizing helps to put the factors of production together”In other words it helps in structuring the organization, functions to be performed, duties and responsibilities to be assigned to personnel employed.Organizing entails:PrioritizingOrganizing resources depending on changing environmentImplementation of systems, structures, and processes
12HR Soft skills for Effective Management Key Management Process :- Staffing“Staffing involves identifying, recruiting, and retaining potential talents for effective service delivery”.Thus for GRIDCo to be a high performing organization will require have the right skill-mix, organizational culture and work-life balance.
13HR Soft skills for Effective Management Key Management Process :- Leading“ Leading entails directing and motivating all employeesand resolving conflicts to achieve results”.Basic Skills required for leading people:Personal IntegrityVisionCommunicationDelegationManaging DifferencesProblem SolvingTime ManagementTeam WorkMotivation
14HR Soft skills for Effective Management Leading:- Personal IntegrityIntegrity is the corner stone of people skillsIntegrity means basic honesty and truthfulness when dealing with others- VisionTo be an effective leader, you need to have a vision. Realisation of your vision and mission are dependent on adherence to the right cultural values.
15HR Soft skills for Effective Management Leading:- CommunicationMeaningIt can be defined as the flow of information from one level to another within an organisational or social setting with a view of creating understanding.- What is Good Communication about?Is about taking responsibility for interaction, listening, empathising and responding appropriately.
16HR Soft skills for Effective Management Leading:- Types of CommunicationOral Communication (e.g. Interviewing, Telephone Conversation).Visual Communication (e.g. Closed –Circuit TV, TV Programs)Written Communication (e.g. Memos, Reports, s, Bulletins)The Three Vs required for effective communicationVisual – Body Language 58%Verbal – Content, Words (7%)Vocal – Tone , Pitch (35%)
17HR Soft skills for Effective Management Leading:- Interpersonal Communication SkillsInterpersonal Communication skills refer to how you relate to individuals that you come into contact work.However, there are some key communication stumbling blocks to be aware of.
18HR Soft skills for Effective Management Leading:- Key Communication Blocks:Message BarriersThis occurs when there is lack of clarity and confusion in what is being communicated.Receiving BarriersThis occurs at the receiver ‘s end, and typically as a result of ineffective listening.Decoding BarriersHere the message is not because misperceptions or missing information. It involves a lot of non-verbal communication or body language.
19HR Soft skills for Effective Management Leading:Skills for Good CommunicationRecognise the Need.Be as open as possible.Respond to issues promptly.Probing skills.Language skills.Listening skills.
20HR Soft skills for Effective Management Leading:Probing Skills for effective CommunicationOpen End.A question that invites a wide range of responses about another person’s views, ideas or opinions (e.g. What is your opinion on--?)PauseAn international, purposeful period of silence (e.g. Tell me more)ReflectiveA statement that describes and reflect a feeling or emotions (without implying agreement or disagreement e.g. Are you upset, You seem reluctant to talk).
21HR Soft skills for Effective Management Leading:Probing Skills for effective CommunicationSummaryA brief statement of the content of what was said, in your owns (e.g. You’re saying that …..)Fact Finding (Closed)A question that limits the response by requesting specific facts or a “yes” or “no” answer. (e.g. Who is in charge of ..?)
22HR Soft skills for Effective Management Leading:Language Skills for effective CommunicationUse simple, clear and concise words for a specific occasion bearing in mind your audience
23HR Soft skills for Effective Management Leading:- Listening Skills for effective CommunicationLook directly at the person.Ask questions.Let the other person talk.Don’t interrupt when the other person is talking.Summarise, use their words and ideas.Respond thoughtfully and honestly.Watch body language
24HR Soft skills for Effective Management Leading:- Five Step Format for effective CommunicationArouse interest and test receptivity.Raise receptivity and get other’s views.Explain your views.Vent emotions and resolve disagreements.Work out an action plan.
25HR Soft skills for Effective Management Leading:- Five Step Format for effective CommunicationArouse interest and test receptivity.- Appropriate sociability- Provide a clear purpose and potential benefit- Question to test receptivityRaise receptivity and get other’s views.- Probe : question and listen to surface views- Encourage others to talk- summarise other’s comments- Withhold your views.
26HR Soft skills for Effective Management Leading:- Five Step Format for effective CommunicationExplain your views.- Respond to other’s views- State areas of agreement and disagreement- Provide additional facts , opinion- Space ideas, be concise4. Vent emotions and resolve disagreements.- if needed, vent interfering em0tions- Explore other’s position then explain own- Generate solutions and mutually select the best5. Work out an action plan.- Work out goals and plans- Make benefits clear- Establish milestones for follow –up- Check understanding and commitment
27HR Soft skills for Effective Management Leading:- DelegationDelegation is a management practice whereby those in areas of responsibility give up or transfer performance of certain duties or tasks to others in an organisation to make decisions which has the same force and effect as those passed by the former.
28HR Soft skills for Effective Management Leading:- DelegationReasons for DelegationTo reduce work pressure.Emergency SituationEffective ParticipationSkill Transfer
29HR Soft skills for Effective Management Leading:- DelegationImpact of DelegationMay result in dictatorship.Sometimes causes delaySometimes break in coordinationMay reduce the power or authority of those who delegate
30HR Soft skills for Effective Management Leading:- Managing Difference (i.e. Conflict Management)Respecting and managing the differences between people can be one of the most important skills, you can develop.Indeed, it can be a huge advantage if you learn to celebrate and enjoy differences, and make them work to your advantage.
31HR Soft skills for Effective Management Leading:- Managing Difference (i.e. Conflict Management)Potential Benefits of Conflict ManagementConflict often causes significant positive changeIt spawns creative and novel approaches to problem solvingCan improve organisational performanceTechniques for Conflict ManagementActive Listening SkillsEmpathic at WorkAssertiveness
32HR Soft skills for Effective Management Leading:- Managing Difference (i.e. Conflict Management)Rules governing Conflict ResolutionMake sure that good relationships are the first priorityKeep people and problem separatePay attention to the interests that are being presentedListen first; talk secondSet out the FactsExplore options together
33HR Soft skills for Effective Management Leading:- Problem Solving / Decision MakingIndividuals at all levels of any company make decisions.Decision making can be described as choosing between alternatives.
34HR Soft skills for Effective Management Leading:Logical Steps in Problem Solving:1Problem Identification2Identification of decision criteria (i.e. possible causes)3Allocation of weights to criteria (i.e. allocation of weights to criteria)4Development of alternatives5Analysis of alternatives6Selection of alternatives7Implementation of alternatives8Evaluation of decision effectiveness
35HR Soft skills for Effective Management Leading:- Time ManagementManaging your time shoes how to prioritize your tasks – what to concentrate on and for how long ; also what to set aside from planning stage to controlling stage.- DefinitionConscious control of the amount of time spent on work activities, in order to maximize personal efficiency
36HR Soft skills for Effective Management Leading:Time Management Cont’dBenefits of Time ManagementMakes you more focused, organised and result oriented.It helps to maximise personal productivity
37HR Soft skills for Effective Management Leading:Time Management Cont’dHow to manage your time effectively:Prioritise and block your tasks (prepare to –do list).Identify Tasks to DelegateMaintain Good Work DeskUse appropriate Technology where necessary.Manage Interruptions
38HR Soft skills for Effective Management Leading:- TeamworkTeamwork is very essential in modern organisation.In the event you are managing a team you need to develop basic skills to enhance performance and achieve results quickly.As part of your skill development, it is also important to know your team working strengths and weaknesses.
39HR Soft skills for Effective Management Leading:4 Stages of Team DevelopmentA psychologist by name Bruce Tuckman came by thefollowing phrase for team development in the year 1965.FormingThis is the first stage where individual team members are coming together to know themselves and understand the tasks ahead. Normally, you need to take a lead role at this point.StormingThis is the second stage where your authority is challenged, role expectations need clarification. Individuals differences need to be managed. As a leader you need to be assertive.
40HR Soft skills for Effective Management Leading:Stages of Team Development cont’d.NormingAt this stage proper reporting relationship is established, team members get to socialize and eager to provide constructive criticism. Here, you need to take a back role. This is a good time organise social events.PerformingWhen the team gets to performing stage, they tend to deliver. The work culture is very strong. Here you need to delegate and move on.
41HR Soft skills for Effective Management Leading:- Building an Effective TeamEncourage collaborationEvaluate team performanceUse reward schemesEnsure mutual respectBrainstorm firstDo backstage work
42HR Soft skills for Effective Management Leading:- Building an Effective Team Cont’d.Share Strategic Change InitiativePush decision-making downAsk for inputShare SuccessesEstablish Frequent ContactsUse different types of mediaEmpowerment
43HR Soft skills for Effective Management Leading:- Summary on Team WorkAs a team leader, you need to promote more learning among your team by applying your motivational skills (i.e. using intrinsic and extrinsic factors)
44HR Soft skills for Effective Management Leading:MotivationMeaningIt is the use of internal/external factors to achieve results through peopleOrIt deals with how to boast the morale of individuals assigned to a task in order to get positive results as quickly as possible.
45HR Soft skills for Effective Management Leading:- How to Motivate people to do well:Improve technical system (i.e. technology, equipment etc)Develop Abilities (i.e. training, mentoring /coaching etc)Understanding individual emotional intelligence)Understand the environmental factors:- Promotion prospects- Financial Incentives- Recognition Schemes- Working Conditions- Job satisfaction (i.e. job enrichment, job rotation, jobenlargement)
46HR Soft skills for Effective Management Leading:- Summary on Motivation:As an individual you need to develop intrinsic factors by exploring and managing yourself while waiting for your boss to support you.NB:- Define your sense of purpose-What made that happen- Chart your career path
47HR Soft skills for Effective Management Leading:The Dimensional Model for Behaviour Management:Make Things Happen(Tell & Do)(Challenge & Involve)Q1Q4Low Concern for PeopleHigh Concern for PeopleQ2Q3(Avoid & Abdicate)(Pacify & Socialise)Let Things Happen
48HR Soft skills for Effective Management Leading:The Dimensional Model for Behaviour Management:Q1 Behaviours Q2 Behaviours - Argumentative - Cautious - Blameless - Non-Committal - Never Wrong - Hard – to - read - Know-it –all - Reserved - Egoistic -Withdrawn Q3 Behaviours Q4 Behaviours - Good Natured - Businesslike - Talkative - Candid - Too- Agreeable - Collaborative - Easy -Going - Challenging - Story Teller - Ask Tough Qus. - Not Focused - Focused
49HR Soft skills for Effective Management Session Two:Key Management Process Cont’dKey Management Process - ControllingCourse EvaluationClose of Programme
50HR Soft skills for Effective Management Key Management Process :ControllingDefinition:It is a continuous process of monitoring activities to ensure that they are being achieved as planned and correcting any significant deviation thereof.Types of control: examples- budgetary control- administrative control- technical control- internal control- risk management control
51HR Soft skills for Effective Management Key Management Process :ControllingWhat is Balanced Scorecard?
52HR Soft skills for Effective Management What is Balanced Scorecard?Introduction:Owing the challenges with our traditional performance management systems, the Balanced Scorecard is being used as an effective tool to manage institutional and individual performance in a more focused manner.
53HR Soft skills for Effective Management What is Balanced Scorecard (BSC)Is an integrated management system (not only a measurement system) that enables organisations to clarify their vision and strategies into action and ensures a balanced set of measures between corporate financial measures and non-financial measures.(Developed by Robert Kaplan and David Norton in 1992 at Harvard University)
54HR Soft skills for Effective Management BSC as a framework in translating strategy into action (source: by Kaplan and Norton:
55HR Soft skills for Effective Management Features of BSCFinancial Perspective:Serves as the focus on long term goals to provide thehighest possible returns for the organisation. It examinesreturn on investment and economic value added forexample:-Cost to Income RatioReturn on EquityReturn on AssetsCustomer Perspective:Looks at specific deliverables that need to be achieved toensure the organisation’s customer objectives are met i.e.Customer Profiling (segmentation)Passion for serviceProviding solutions for customersCustomer satisfaction, retention, market share, acquisition,and profitability.
56HR Soft skills for Effective Management Features of BSCInternal Perspective:Looks at internal processes that are most critical forachieving the organizations goals and objectives.It focuses on: What we do and how we do it to achieveoptimum results. For example:Quality response time, cost, new productintroduction, simplification of systems.Learning & Growth Perspective:Looks at employee strategic skills that need to bedeveloped and access to strategic information in order toensure employee satisfaction, creativity, changed mind-set,and enhanced performance.
57HR Soft skills for Effective Management Benefits of BSCAssists Executives to keep a finger on the pulse of the organisation, test strategic assumptions, and respond rapidly to strategic challenges.Provides the tools for translating overall business objectives into measurable targets across the organisation.Identifies key measures that drive your company’s performance.Ensures strategic alignment and links it to individual performance management.
58HR Soft skills for Effective Management Benefits of BSCImproves performance culture in your organisation.Assists executives to re-focus their time and attention on strategic issues during management meetings in order to bring about change and quick results.Stimulates managers/staff members to add value to the Organisation.Helps to clarify and communicate corporate/ business unit strategies within an organisation
59HR Soft skills for Effective Management Logical Steps for strategic Mapping:Step 1: Define Vision, Strategy and Cultural Values.Step 2: Alignment of vision, strategy, & mindset bytranslating them into specific terms and developstrategic themes.Step 3: Assessment of the Organisation’s capabilities and thekey performance driversStep 4: Set cause and effect relationships between key driversand key performance outcomes. (e.g. (a) How to setstandards and Measures to achieve results or goals,(b) What are the barriers, (c) How would employeesneed to behave.)
60HR Soft skills for Effective Management Logical Steps for strategic Mapping:Step 5: Resource Deployment.Step 6: Alignment of Systems and Structures.Step 7: Monitoring Progress and Continually Raising the Bar
61HR Soft skills for Effective Management SAMPLE BALANCED SCORECARDObjectivesMeasuresTargetRemarks/RatingFinancial Perspective1.Management of Funds2. Cost ControlLevel of budget target metRevenue Levellevel of staff /operating costFrom……(2014)To……….(2015)Customer Perspective1. Meet Gridco’s mandates2. Be the preferred Service Provider3. Institutional imageLevel of Public SatisfactionLevel of service complaintsCustomer surveysInternal Perspective1.Improve Business Processes2. Structural Reform Policy2. Safety3.Adherence to Rules/RegulationsTurn around time in service deliveryEffectiveness of business processes / PoliciesOrganisational safetyLevel of Disciplinary casesLearning Perspective1. An Employer of Choice2. Focus on Critical Staff Retention3. Upgrade Staff CompetenciesLevel of EmployeeSatisfaction% of Key Staff RetainedStrategic Skilling as apercentage of Payroll95%100%5% of Annual Staff Salary
62HR Soft skills for Effective Management Alignment of BSC/Performance processCORPORATE SCORECARDDEPARTMENTAL SCORECARDINDIVIDUAL SCORECARD
63HR Soft skills for Effective Management ConclusionUsing the balanced scorecard as performance management system makes an organisation focused by prioritising its needs, ensuring key drivers of strategy are identified, aligned and measured.
64HR Soft skills for Effective Management Thank you
65HR Soft skills for Effective Management Contributions and suggestions!