1. Department of Statistics TEXAS A&M UNIVERSITY Advice, issues and ideas for recently appointed chairs and administrators Professor Simon Sheather August 1, 2008

2. AGENDA Background Information Leadership without control: influencing and building consensus The importance of the first 6 months Striking a balance between being a producer and a manager/leader Building a team rather than relying on If its going to be, its up to me Managing up Communicating with faculty, students and alumni Focus on developing the next generation Focus on recognizing & rewarding loyal high performers as well as those in demand externally Focus on what is most important Resolving disputes Mission and vision Suggested further reading

3. Background Information: TAMU Statistics Department 36 tenured/tenure track faculty 7 lecturers/senior lecturers 11 full-time staff 6641 course enrollments in 2007/08 comprised of 1826 graduate and 4815 undergraduate enrolments Distance based Masters and Certificate Programs in Statistics began in August 2007 with 279 course enrollments in 2007/2008 Stat Help Desk with over 100 consulting projects per year run by Masters students

4. Background Information: Administrative Career History 1994–1997 Program Director, Full-time MBA Program, Australian Graduate School of Management, UNSW 1998–2003 Program Director, Senior Manager Development Program, Australian Graduate School of Management, UNSW 1999–2001 Program Director, Hong Kong Administrative Development Program, Australian Graduate School of Management, UNSW 2003–2005 Program Director, Consortium Program, Australian Graduate School of Management, UNSW 2003–2005 Head of Statistics and Operations Group, Australian Graduate School of Management, UNSW 2004–2005 Associate Dean (Research), Consortium Program, Australian Graduate School of Management, UNSW 2005– Department Head, Department of Statistics, Texas A&M University

5. Leadership without control Department Head vs Department Chair Faculty members inherently believe in the right to question, debate, and even oppose initiatives with which they disagree Faculty members feel it is their duty to provide feedback and/or suggestions Formal feedback is often sought about a Department Head mid-term and at the end of the first term

6. Influencing and building consensus It is not possible to undertake any new initiatives without the buy-in of faculty (especially senior faculty) It is important to build a consensus among faculty that any new initiative is a good idea Faculty retreats and working groups (rather than formal committees) are mechanisms for building consensus and minimizing self interest

7. 2007 Faculty Retreat Agenda Large group exercise: Human Scrabble Department Head Two-year Review: Results and comments from the survey of faculty Report on teaching and online learning Report from the hiring working group & hiring priorities for the coming year Small group exercise: The Quest Small group exercise: Turning the vision for the department into reality Center for Statistical Bioinformatics Bayesian Bioinformatics Lab

8. Small Group Exercise: The Quest 1.The most exotic place of birth is: Attribute of: 2.The most interesting collection of middle names is: Attribute of: 3The most obscure credential or qualification is: Attribute of: 4.The greatest sporting achievement is: Attribute of: 5.The most amazing place to have spent the night is: Attribute of: 6.The most boring task or job ever to have been assigned to was: Attribute of: 7.The greatest act of civil disobedience was: Attribute of: 8.The biggest lie ever told was: Attribute of: 9. The most number of residential addresses in the last five years: Attribute of: 10. Who has the car with the most personality and what is it? Attribute of:

9. Influencing tactics Reason – The use of facts and data to support the development of a logical argument Coalition – The mobilization of allies to support and therefore strengthen a request Friendliness – The creation of goodwill and favorable impressions Bargaining – The exchange of benefits and favors Symbol management – Personal role modeling to communicate and encourage desired behavior Higher Authority – The gaining of support from higher levels to back up requests Source: Delong, T & Nanda, A (2002) Career strategies and tactics in professional service firms. Harvard Business School Case Study 9-800- 375.

10. Influencing through the use of personal power Sources of Personal Power: Expertise – Relevant knowledge and skills Track record – Relevant experience Attractiveness – Attributes that others find appealing and identify with Effort – Expenditure of time and effort Source: Delong, T & Nanda, A (2002) Career strategies and tactics in professional service firms. Harvard Business School Case Study 9-800- 375.

11. Improve your ability to understand others in order to have more influence Beware of the three main social needs or motives: achievement, power and affiliation. The stronger the motive the more predictable a persons behavior is likely to be: Achievement – A person with a strong sense of achievement is emotionally tuned to setting and meeting goals. Achieving unique results, and reaching self-initiated standards, are major sources of reward for people with a high need for achievement Power – A person with a high need for power has a strong drive to influence others. In some people, the need for power manifests itself as a strong desire to teach, coach, or inspire others. It is safe to say that many people who have a high need for power actively enjoy the process of leading others. Affiliation – A person with a high need for affiliation is concerned with establishing, maintaining or restoring positive emotional relationships with others. Liking others, and being liked by others are especially important to a person with a strong affiliation need, as is gaining the approval of others. Source: Delong, T & Nanda, A (2002) Career strategies and tactics in professional service firms. Harvard Business School Case Study 9-800-375.

12. Appealing to Achievement, Power & Affiliation Needs/Motives

13. Build trust and credibility to increase influence The more trust and credibility you have, the more others will be willingly influenced by you. Trust is a function of how an individual views a leaders competence and character: Competence – Task-specific knowledge and skills, interpersonal skills and judgment Character – Integrity, motives, consistency of behavior, openness, discretion Source: Delong, T & Nanda, A (2002) Career strategies and tactics in professional service firms. Harvard Business School Case Study 9-800- 375.

14. The importance of the first 6 months Early impressions count a lot Make yourself known immediately for commitment, energy and enthusiasm You can demonstrate commitment by being really rigorous about how youre spending your time Deliver the goods and word will spread Dont stand out for knowledge initially Be a net energy contributor, not a net energy detractor No cynicism. Find ways to enjoy your job. Share your enthusiasm and not complaints. Spend time talking about positive new ideas and opportunities Be inclusive in your relationships Praise others Control information about yourself Be known for being ethical (Front page of the newspaper test) Build your network (a strong network greatly enhances your influence) Source: Delong, T & Nanda, A (2002) Career strategies and tactics in professional service firms. Harvard Business School Case Study 9-800-375.

15. Honoring the staff

16. Celebrating success

17. Striking a balance between being a producer and a manager/leader This is the key issue every week – Do you have a minute? What balance does the Dean expect from you? Explicitly think about and manage how you spend your time – Does the way you spend your time match your priorities? Block out time for being a producer Evaluate on an ongoing basis how you are spending your time Leverage your own strengths and accept the limitations of your own weaknesses The most important personal relationship is the one you have with yourself

18. Building a team rather than relying on If its going to be, its up to me Delegation, delegation, delegation Get help with the key aspects of your managerial role The importance of having very highly effective people in the roles of Assistant, Associate Head, Business Manager, Graduate Director etc., Access to your email

19. Managing up When presenting ideas to upper management (e.g., the dean), remember that its your responsibility to sell, not their responsibility to buy Focus on contributing to the larger good, not just achieving your objectives Present a realistic cost-benefit analysis of your ideas – dont sell just the benefits Source: Goldsmith, M. (2008) How Can I Do a Better Job of Managing Up? Harvard Management Update.

20. Communicating with faculty, students and alumni Formal communication mechanisms: faculty meetings, committee meetings, faculty retreats, emails, newsletters, magazines Informal communication mechanisms: corridor chats, chats over lunch, emails, behavior How do I behave have under pressure? What signals is my behavior sending? What are you most comfortable doing? Presenting an idea to a meeting or Writing a document explaining the idea

21. The 10 commandments of e-mail Thou doest have several choices Thou shalt never print thy e-mail Thou shalt never send e-mail when furious or exhausted Thou shalt never substitute e-mail for a necessary face-to-face meeting Thou shalt never delete names from thy address book Thou shalt never forward chain e-mail Never shalt thou pass on rumor or innuendo about real people Never shalt thou do so about companies thou workest for or may workest for one day Thou shall remember the hierarchy and keep it sancrosnat: First the meeting, then the phone call, then the voice mail, then the email. Thou shalt send nothing over e-mail that must be error free Source: Harvard Management Communication Letter (1999)

22. Focus on developing the next generation More rewarding than doing unimportant things for important people Communication/Feedback is crucial Mentoring usually works best when there is some quid pro quo for the mentor (i.e., the mentor feels that they also benefit from the relationship) Teaching mentors / research mentors / service mentors Mentors can encourage unhelpful behavior

23. Focus on developing the next generation Each year we provide written feedback to assistant professors on where they stand in terms of performance/progress towards tenure We make clear what we will do and what they are expected to do in the next 12 months

25. Focus on recognizing & rewarding loyal high performers as well as those in demand externally Loyal high performers are absolute gems Those in demand externally can provide evidence that loyal high performers are paid below market rates and hence can provide an opportunity for you to argue for equity raises for the former At every opportunity it is important to recognize loyal high performers Outside offers – react quickly & ask many questions to find out what is most important

26. Focusing on what is important: TAMU Climate Survey Seeking predictors of Department Head X is an effective administrator

27. Aim is to predict Y is an effective administrator from p3q4_1_1maintains high academic standards. p3q4_2_1is open to constructive criticism. p3q4_4_1shows interest in faculty. p3q4_5_1encourages and empowers faculty. p3q4_6_1treats faculty in an even-handed way. p3q4_7_1helps me obtain resources I need. p3q4_8_1gives me useful feedback about my performance. p3q4_9_1articulates a clear vision for the department. p3q4_10_1articulates clear criteria for promotion/tenure. p3q4_11_1honors agreements. p3q4_12_1handles disputes/problems effectively. p3q4_13_1communicates consistently with faculty. p3q4_14_1creates a cooperative and supportive environment. p3q4_15_1works to create a climate that is respectful of all faculty members. Note: College of Science removed from the data

28. Exercise: Choose up to 5 predictors of Y is an effective administrator from p3q4_1_1maintains high academic standards. p3q4_2_1is open to constructive criticism. p3q4_4_1shows interest in faculty. p3q4_5_1encourages and empowers faculty. p3q4_6_1treats faculty in an even-handed way. p3q4_7_1helps me obtain resources I need. p3q4_8_1gives me useful feedback about my performance. p3q4_9_1articulates a clear vision for the department. p3q4_10_1articulates clear criteria for promotion/tenure. p3q4_11_1honors agreements. p3q4_12_1handles disputes/problems effectively. p3q4_13_1communicates consistently with faculty. p3q4_14_1creates a cooperative and supportive environment. p3q4_15_1works to create a climate that is respectful of all faculty members.

29. Exercise Results PredictorTimes chosen p3q4_6_118 p3q4_11_113 p3q4_5_112 p3q4_4_110 p3q4_7_110 p3q4_10_110 p3q4_13_110 p3q4_15_19 p3q4_9_17 p3q4_14_17 p3q4_8_15 p3q4_12_14 p3q4_1_13 p3q4_2_13

30. Five statistically significant predictors of Y is an effective administrator are p3q4_9_1articulates a clear vision for the department. p3q4_12_1handles disputes/problems effectively. p3q4_5_1encourages and empowers faculty. p3q4_1_1maintains high academic standards. p3q4_4_1shows interest in faculty. How do these five match with your list?

31. Resolving disputes Leadership is not a popularity contest Leadership is not an unpopularity contest It is unwise to publicly demonstrate that X was right and Y was wrong Rapid responses (especially by email) can escalate rather than help resolve disputes Early intervention is important as it is often more difficult to resolve disputes after things have been escalated

32. Mission and vision Mission - Why we exist Vision - A picture of the future consisting of Core purposes Core Values Long term goals

34. Suggested further reading Source: http://www.hbsp.harvard.edu/

35. Suggested further reading