pmdp - wordpress.com · pmdp fostering employee engagement in the practice of management . 2 flow...
TRANSCRIPT
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Innovation and Strategic Management
PMDP
Fostering employee engagement
in the
Practice of management
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2
Flow
Strategy Deployment Management
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You are good! Otherwise, you would not have gotten to where you are now.
HOW DID YOU LEARN HOW TO
MANAGE?
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WORK Technical Work –
• Getting things done
– Interviewing
– Designing a reporting form
– Delivering a product
– Etc.
Managerial Work –
• Getting things done through other people
– Planning
– Leading
– Organizing
– Controlling
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Senior Executive
Mid Managerial
Supervisory
Workforce
CEO
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© Copyright 2004 McGraw-Hill. All rights reserved .
8
Relative Amount of Time That Managers Spend on the Four Managerial Functions
Figure 1.4
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Supervisory Style for Each Level
LOW Commitment HIGH
HIGH Competence LOW
D-3
D-2
D-4
D-1
Enthusiastic Beginner DIRECTING
Peak Performer DELEGATING
Reluctant Contributor SUPPORTING
Disillusioned Learner COACHING
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In Your Present or Previous Jobs or schools…
Your Best Bosses, teachers!
Why do you say they are best?
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Training Well
Objectives
To learn four guidelines on actual work behavior (beyond theories) you can use on a daily basis to:
Build and sustain a results-oriented work climate
Avoid or handle negative situations
Create a high-performance workplace
Be a Model to others
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Framework
Task, results, output orientation
People orientation Foundation
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HIGH LOW
HIGH
LOW
TASK
ORIENTATION
PEOPLE ORIENTATION
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HIGH LOW
HIGH
LOW Country Club Mgr
TASK
ORIENTATION
PEOPLE ORIENTATION
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HIGH LOW
HIGH
LOW Country
Club Mgr
Absentee
Mgr
TASK
ORIENTATION
PEOPLE ORIENTATION
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HIGH LOW
HIGH TOB
LOW Country
Club Mgr
Absentee
Mgr
TASK
ORIENTATION
PEOPLE ORIENTATION
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HIGH LOW
HIGH Good Boss TOB
LOW Country
Club Mgr
Absentee
Mgr
TASK
ORIENTATION
PEOPLE ORIENTATION
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BASIC GUIDELINES
Handling People
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The Basic Guidelines Timawa
“Trabaho lang, walang personalan.”
“Igalang ang karangalan ng iyong tauhan.”
“Maging huwaran.”
“Walang Siraan.”
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1. Trabaho lang, walang personalan.” 2.“Igalang ang karangalan ng iyong tauhan.”
3. “Maging huwaran.”
4.“Walang Siraan.”
Personalan
“Ang tamad mo!”
“Ang galing mo!”
Trabaho lang
“We agreed on ten units per hour. You are doing 7. This is not acceptable.”
“You handled that customer’s complaint quickly. He left smiling. Good job.”
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The problem, behaviour or
issue, not the person Why?
negative comments or feedback vs personal attacks.
When people feel attacked, they fight back or run away. Work suffers.
Positive feedback without specifics = “plastic”
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The problem or issue, not
the person
How?
Give the facts based on your observation
Be specific and avoid generalizations
Apply to both positive and negative situations
Say “your work….” and avoid “you are …”
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1.”Trabaho lang, walang personalan.”
2.“Igalang ang karangalan ng iyong
tauhan.” 3. “Maging huwaran.”
4.“Walang Siraan.”
Have you seen this?
“Ayan ka na naman. Wala ka bang makausap na nagrerehistro na hindi umaalis na galit?”
Better approach
“Joe, we are supposed to serve our constituents. Meroon ka bang ideas para makuha mo ang kiliti ng mga iyan?”
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Preserve the self-esteem of
your subordinate Why?
You are a leader. People want to feel that you value them
Pygmalion effect: treat people as unimportant, have low potential, or are problematic and they will live up to that expectation.
One “angry” subordinate can affect a whole team
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Preserve the self-esteem of
your subordinate How?
Ask for their ideas and contributions
Show them you believe in their capabilities
Don’t miss a chance to commend a job well done.
Look for ways to let them shine
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1.”Trabaho lang, walang personalan.”
2.“Igalang ang karangalan ng iyong tauhan.”
3.“Maging huwaran.”
4.“Walang Siraan.”
Bad model
“People in that department are lazy.”
Better model
“I know we all are having a hard time coordinating with people in that department. But we have to work with mutual respect. Let’s start by not making it difficult for them.
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Model the behavior
Why?
“Little things” to you = “big things” in the eyes of your people.
What you do, how you do them = major messages to your people,
whether you are aware of it or not.
“Spontaneous remarks” = more powerful examples than “grand gestures.”
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Model the behavior
How?
Consistency in your messages - You cannot talk about honesty if you take home office supplied pencils.
Be clear about your own values and priorities.
Look for opportunities to show commitment to those priorities.
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1.Trabaho lang, walang personalan.”
2.“Igalang ang karangalan ng iyong tauhan.”
3.“Maging huwaran.”
4.“Walang Siraan.”
“I know. People in that department are either stupid or lazy.”
“Send someone else to that meeting. Wala namang mangyayari doon.”
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Walang siraan
Why?
Work is difficult enough. Strained relations can make productive work virtually impossible.
Healthy relationships reduce stress, build trust.
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Walang siraan
How?
Deal with today’s problems in a way that will make working with those concerned, easier, in the future.
Don’t let small conflicts grow.
Treat today’s situations as opportunities to build future successes.
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The best way to start living
“The Basic Guidelines”
consciously look for opportunities
to apply them
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Self-Assessment
How well are you actually applying the basic principles at work?
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Training Well
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The Basic Guidelines
“Glue” that holds everything together.
Not just “nice to have.” They are “must have.”
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Training Well
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Giving Assignments and
instructions
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Training Well
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Setting our Baseline
Describe the last time you set performance
expectations with a subordinate.
What was the occasion?
How could you do it better if you were to do
it again?
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Training Well
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Occasions for Setting
Expectations
Orienting someone to a new job
Giving a new assignment
Adding new dimensions to an existing job
Revising an employee’s priorities
Others ...
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The Performance
Management Model
Antecedents
Behavior or
Performance
Consequences
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Agree?
80% of the time, when a subordinate
does not live up to your expectations,
the reason is not in the subordinate.
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Process Steps
1. Describe the job, its major outcomes and how it fits
into the larger picture
2. Agree on measurable performance criteria
3. Mutually identify needed skills, resources
4. Determine priorities
5. Check for understanding and commitment
6. Set a date for early progress review
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What is the Consequence ...
If you skip step 1?
Your subordinate will not know …
– how this assignment fits in with his other
assignments
– if this assignment is important, or just exploratory
(1. Describe the job, its major outcomes and how it fits into the larger picture)
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What is the Consequence ...
If you skip step 2?
Your subordinate will – have to guess whether he is doing well or not
(High achievers cannot stand this)
– probably argue with you when you give your evaluation of his performance later
(2. Agree on measurable performance criteria)
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Training Well
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What is the Consequence ...
If you skip step 3?
Your subordinate – may have better ideas than yours, and you will never
know
– will not know when to make decisions and when to refer matters up to you. (Specially, in areas where he feels he knows more than you)
(3. Mutually identify needed skills, resources)
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Training Well
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What is the Consequence ...
If you skip step 4?
Your subordinate will not know
– how to handle conflicting demands on his time
(4. Determine priorities)
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Training Well
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What is the Consequence ...
If you skip step 5?
Your subordinate
– may just be too shy to admit that he did not understand what you said
(Remember, the Filipino optimism and his “bahala na, kaya natin yan.”)
(5. Check for understanding and commitment)
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Training Well
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What is the Consequence ...
If you skip step 6?
Your subordinate will not know – when a progress check is due
– when you do check, what you expect
(6. Set a date for early progress review)
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Training Well
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Your Current Situation
Name 2 situations that you believe will
require you to set performance
expectations with a subordinate soon.
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Training Well
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Preparing for the Meeting
For step 1
– How can you describe the big picture to get his commitment?
– Pick out key phrases from the job description
– Write down your own understanding of the desired main outcome and big picture
For step 2
– How can you help your subordinate visualize what success will look like?
– Write down at least one major criterion
– Have a question ready to check agreement
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Training Well
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Preparing for the Meeting
For step 3
– How can you draw out your subordinate to pour his talents
to this assignment
– List resources, skills etc, that you know will be needed
– Have a question ready to check agreement
For step 4
– What are your subordinates’ existing priorities? And where
does this assignment fit in?
– Write down the main priorities
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Training Well
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Preparing for the Meeting
For step 5 – How does your subordinate communicate his
commitment?
– Have a question ready to verify commitment
For step 6 – How closely do you need to oversee?
– Select suitable date for early check up meeting
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Training Well
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Practice Pair
Describe the situation
Describe how you expect your subordinate
will react
Role play
Feedback
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Training Well
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PSP - Process Steps Practice
Roles 1. PSP Person - will practice the steps
2. Receiver/reactor - the person with whom PSP Person will communicate
3. Practice Manager - monitors time and commands start and end of practice
4. Observer/feedback provider - takes notes and gives feedback to the PSP person on his practice
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Training Well
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Practice Schedule
Preparation - 2 minutes – PSP person tells receiver/reactor of the
situation and possible reactions he expects
Practice Proper - 5 minutes
Feedback - 3 minutes
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First Round
10 minutes
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Sharing
Insights from the practice sessions?
What will you do differently now when you
talk to your people?
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On the Job application
planning
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HANDLING
FEEDBACK
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OBJECTIVES
At the end of this module, we will be able to:
Describe the value of feedback as a managerial tool
Recognize opportunities and provide feedback when
they arise
Practice and give/receive feedback on the process
steps
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AGREE?
Withholding feedback is like putting
somebody in the middle of a dense jungle
without a compass
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WHO AMONG US HERE ENJOY
GIVING FEEDBACK?
WORK SETTING
For poor performance
For repeated failure
to meet expectations
FAMILY/FRIENDS
For causing hurt on a
friend
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FOOD FOR THOUGHT
Giving feedback is one of the most frequently required
management actions.
Many times, it is not given when it is required.
Sometimes, when it is given, it is out of proportion
“I do a million things right, walang imik. I do one thing
wrong, he screams at me.”
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CURRENT SITUATIONS YOU HAVE
THAT CALL FOR FEEDBACK
List at least 5
1.
2.
3.
4.
5.
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CURRENT PRACTICE
Volunteers
Describe what happened at your most
recent feedback session with a
subordinate
How did you feel before the session?
How did you feel after the session?
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Training Well
CYBERNETICS
adapted from a Greek word meaning "steersman"
Refers to the rich interaction of goals, predictions,
actions, feedback and response in systems of all kinds
(the term "governor" derives from the same root)
Intelligent bombs use cybernetics
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Training Well
SIMULTANEOUS ROLE
PLAYS
Background: You saw him/her eating
peanuts while walking along the
corridor. (S)he would toss the shells
on to the floor as (s)he proceeded
In pairs
3-5 minutes
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Training Well
PROCESS STEPS
1. State the constructive purpose of your feedback.
2. Describe specifically what you observed
3. Describe your reactions.
4. Give the other person an opportunity to respond.
5. Offer specific suggestions.
6. Summarize and express your support.
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Training Well
A COMMON MISTAKE
Jumping to step 3 immediately
•“Hindi ko nagustuhan yung ginawa mo.”
What is likely to happen when you do this?
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1. State the constructive purpose of your feedback. 2. Describe specifically what you observed 3. Describe your reactions. 4. Give the other person an opportunity to respond. 5. Offer specific suggestions. 6. Summarize and express your support.
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Training Well
RULE OF THUMB # 1
If you can’t think of a constructive
purpose for giving feedback, don’t give it
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Training Well
RULE OF THUMB #2
Get to step #4 in about a minute.
More than that, you are talking too much. Let the other person talk, so you are having a dialogue, not a sermon
Less than that, and you do 1 and 2 poorly, can get you into a fight.
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1. State the constructive purpose of your feedback. 2. Describe specifically what you observed 3. Describe your reactions. 4. Give the other person an opportunity to respond. 5. Offer specific suggestions. 6. Summarize and express your support.
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Training Well
ILLUSTRATION
Volunteer: choose a situation
Go through from step 1 to 4 in a minute or less
Feedback?
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1. State the constructive purpose of your feedback. 2. Describe specifically what you observed 3. Describe your reactions. 4. Give the other person an opportunity to respond. 5. Offer specific suggestions. 6. Summarize and express your support.
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Training Well
PREPARATION FOR
PRACTICE
Pick a situation from your notes
Go through these questions:
•What is your purpose in giving this feedback?
•What specific actions do you want to reinforce or correct?
What are the consequences of these actions
•What are your reactions
•What suggestions might be helpful?
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Training Well
PSP - PROCESS STEPS
PRACTICE
Roles
1. PSP Person - will practice the steps
2. Receiver/reactor - the person with whom PSP Person will communicate
3. Practice Manager - monitors time and commands start and end of practice
4. Observer/feedback provider - takes notes and gives feedback to the PSP person on his practice
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Training Well
PRACTICE SCHEDULE
Preparation - 2 minutes
•PSP person tells receiver/reactor of the
situation and possible reactions he
expects
Practice Proper - 5 minutes
Feedback - 3 minutes
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Training Well
FIRST ROUND
10 MINUTES
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Training Well
SHARING
Insights from the practice sessions?
What will you do differently now when
you talk to your people?
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What do I do if a direct report
fails to measure up even after
repeated feedback?
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When daily feedback or coaching
fails…
Direct
Firm yet
Encouraging
Supportive
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Related Actions
Daily feedback
Coaching
– “asking”
Correcting
performance
problems
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102
Steps for Taking Corrective Action
When Performance falls 1. Prepare for a focused discussion of the
problem
2. State the need for improved performance
3. Mutually assess the situation
4. Explain steps you plan to take and why, if any
5. Help the person work out possible actions
6. Agree on a plan and a date for follow up
7. Offer your support
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Do Step #1
Define the problem
– List all indicators of the problem
– What are the standards; what are the deviations?
– What is the impact on the unit, dept., whole
organization?
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Identify Reasons of the Problem Information Resources Motivation
Antecedents
and Conse-
quences
Are
expectations
clear? Does
he get
feedback?
Does he have
needed tools /
resources?
Are there
rewards for
doing well?
For doing
badly?
Behavior of
the Performer
Does he know
how to do the
job?
Can he learn
what he
needs to
know?
Does he care
about the job
and
incentives?
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An Effective Opening
Short
Firm
Without blame
Why not long-winded?
What if it lacks firmness?
What happens if there is a
blaming tone?
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An Effective Opening step 2
Formulate
Write
Practice / rehearse
Individual work – Time: 4 minutes
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What is the added
value of “Mutual”
assessment?
After this, what can
happen to the rest of
your “game plan” for
steps 4 – 7?
New information,
better acceptance and
understanding
1. End the discussion, or
2. Summarize in light of
any new information,
or
3. Continue
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Practice?
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Planning for Steps 3-7
Material To Work With
1. Notes from steps 1-2
2. Prepare a personal script for steps 3-7
3. Anticipated reactions – angry, withdraw, etc. (for you: better preparation)
(for your partner: how he will react to you)
12 minutes
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Who is responsible for
turning around a
performance problem?
What is your role?
Using the suggested steps will help you strike the right balance between being firm and being supportive
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Remember Our Premise?
The annual appraisal meeting
productive and
non-threatening
If, there is prior, regular
feedback,
coaching,
corrective actions
during the period under review.
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Skills Enhancement for MLM: Management Skills for Supervisors
How Conflict Can be Managed
Effectively and Consistently
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Key Factor Overview 113
Action Guides
1. Establish mutual involvement
2. Seek to understand the other person’s point of
view
3. Present your perspective of the problem and its
impact
4. Decide on an appropriate plan of action
5. Express your appreciation for the other person’s
efforts
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When The Other Person Becomes Emotional
Start She raises her
voice You describe the
observed behavior
Share how the behavior is
affecting you
Behavior changed?
Express appreciation and support for the
changed behavior
Yes
End the session
No
Continue where you left off
A
Set a date/time to resume
Leave B
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ENJOY THE REST OF THE DAY (AND NIGHT)