Leadership Skills and Strategies for Effective Teams

Md.Badruzzaman
Email: ronnierahman.khl@outlook.com

 Solve the problem faster
 Develop more motivation on your team
 Resolve conflicts more effectively
 Making transitions and change faster
 Align and prioritize your work
 Build a strong, cohesive team
 Improve productivity
 Delegate effectively and with confidence
 Coach for improved performance
 How to deal difficult people
 Facilitating more productive meetings
 Developed performance and improvement plan
 Centering and creating focus under pressure
What I will Cover
Monday, June 08, 2015 ronnierahman.khl@outlook.com 2

Benefits from this Presentation
You’ll walk away with:
• A leadership competency foundation that will help you improve your
results and continue to develop as a leader
• Increased flexibility in your interpersonal relationships
• Stronger leadership skills
• A highly participative, facilitative approach to leadership
• Strategies that will help you perform better under pressure

Ground Rules
 Punctuality
 No Disturbances
 Respect Others
 Participation
 Agree to Disagree
 Ask Questions
 Give your honest feedback

Golden Rules
 Don’t criticize or complain.
 Give honest, sincere appreciation.
 Be genuinely interested in other people.
 Remember and call people by their name.
 Be a good listener.
 Encourage others to talk about themselves.
 Help others feel important, and do it sincerely.
 Show respect for another person’s opinions.
 Begin in a friendly way.
 Use encouragement.
 Let others do a great deal of the talking.
 Let people think the ideas are theirs.
 Try to understand what others think and their reasoning.

Solve the problem faster

There are many ways to solve problems, and it will depend on your situation, your
experience, your knowledge, your attitude, and your problem to determine the best
approach
Method 1

Use logic to arrive at a conclusion
Method 2 Divide and Conquer

Define the problem

Have a plan

Implement the plan

Evaluate the results

Develop the next plan

Implement the plan

Evaluate the results based on this
new knowledgeMonday, June 08, 2015 ronnierahman.khl@outlook.com 15

Develop the next planMonday, June 08, 2015 ronnierahman.khl@outlook.com 16

Implement the plan

Method 3 Brainstorming
Talk to people

Get your people together around the table

Define the problem

Make a plan

Implement the plan

Repeat until you have fine-tuned
your plan and you're ready to start
your businessMonday, June 08, 2015 ronnierahman.khl@outlook.com 25

Method 4 Research
There are many approaches to
problem solving

Method 5 Diligence
In closing, perhaps the best approach of all is to
incorporate every approach you know, and don't
give up until your problem is solved

Method 5 Diligence
Good luck!

Tips
• If you feel like you can't do anything, stop thinking about what you can't do and start thinking about what you can do.
Even if it's something small or seems unimportant, that little step might just lead to another, bigger step.
• Attitude is the key. The more problems you solve the greater is your experience with problem solving. You can apply a
solution from one area to another only by gaining experience. Be open to new problems.
• If you start feeling overwhelmed or frustrated, take a breather. Realize that every problem has a solution, but
sometimes you're so wrapped up in it that you can't see anything but the problem.
• Albert Einstein famously said "You cannot solve a problem with the same mind that created it." When you identify a
problem, you might be emotionally charged, disappointed that the problem exists. The initial emotional reaction is
normal,[1] but how you express it is very important.[2] Getting angry at others will usually put them into a defensive or
withdrawn position, far less helpful for collaborative problem solving. Give yourself a moment to let the initial
emotions calm down, then you'll be better able to evaluate and decide on how to proceed productively. Try to be
calm and logical when approaching a problem, resolution ultimately lies in this approach.
• Be brave.
• Keep in mind the role others can play in problem solving. Team work often plays a vital role in such issues. The threat
of personal tension in such situations merely underscores the importance of promoting clarity and logic within the
group.
• Write down your thoughts so that the problem becomes a lot simpler in your mind. You become more relaxed and
that often leads to better problem solving. There are different ways to get your thoughts on paper.
• Consider problem solving books related specifically to your issue. Polya's book "How to Solve It", is an example of an
excellent book for general problem solving.
• If anything goes wrong during the problem solving process, just start over again. Take notes of anything that goes
wrong and try to improve it.

Develop more motivation on your team

Part 1 : Creating a Friendly Work Environment
Create a pleasant atmosphere

Take advantage of your wall space

Use food as incentive

Institute casual dress days

Part 2 Recognizing and Rewarding Your Employees
Recognize your employees on an individual basis

Recognize your employees as a group

Reward your employees for hard work

Part 3 Developing Great Relationships in the Workplace
Get to know your employees

Part 3 Developing Great Relationships in the Workplace
Create social eventsMonday, June 08, 2015 ronnierahman.khl@outlook.com 39

TIPS
•characteristics and ideals held by these leaders are ones that gel with you and
motivate you? Use this knowledge to build your own motivational skills.
•Having a raffle is a fun way to motivate employees, even if the prize is silly.
•If there is an area where the company is failing, ask for your employees opinions and
make them feel part of the team!
•Be friendly and approachable. Greet every employee with a smile and a "good
morning", "good day", etc to convey that you are very glad to see him.
•Show genuine interest in your employees. Engage them to talk about themselves
while showing interest in what they have to say. Employees love employers who care
about them personally, rather than just the work they do.
•Don't reprimand an employee publicly. Schedule a meeting in your office to discuss
the problem.
•Be lavish with your praise, and parsimonious with your criticism. Remember that more
harm is done by criticism than by over-praising employees.
•Employee training and retraining is another great way to build motivation. Just make it
sound like a fun and challenging activity, instead of just some busy work that everyone
is dreading

Resolve conflicts more effectively

Remain calm
Steps 1

Make a list of your concerns
Steps 2

Allow the other person to talk
Steps 3

Ask questions
Steps 4

Be creative
Steps 5

Take breaks
Steps 6

Stay away from negative talk
Steps 7

Be aware of your emotions
Steps 8

Compromise
Steps 9

Find something you can agree on
Steps 10

Tips
• If you are wrong, don't be afraid to say
you're sorry.
• don't ridicule that person to make yourself
feel better or "protect" yourself.
• Control yourself - keep your emotions and
behavior under control. Communicate your
needs without threatening or frightening
others.

Align and prioritize your work

Part 1 Making Your To-Do List
Choose a time-frame for your list

Write down everything you need to do

Categorize the things you need to do.

Put the list in order

Keep the list visible.

Part 2 Ranking Your Projects
Rank the importance of each task.

Rank the urgency of each task

Rank the effort required for each task

Compare all the tasks and order the list

Part 3: Attacking the List
Do one thing at a time and see it through
to completion

Decide what to delegate and what to let slide

Alternate the variety of tasks on your list

Start with the least desirable or the
hardest tasks

Cross tasks off the list as you complete them

Build a strong, cohesive team

Method 1 Understand the Dynamics of
Teamwork
Assess current office dynamics

Method 1 Understand the Dynamics of
Teamwork
Become familiar with signs of effective
teams

Method 2: Clarify Team Building Goals and
Individual Roles
Establish team building goals

Method 2: Clarify Team Building Goals and
Individual Roles
Identify individual roles

Method 3: Implement Team Meetings and
Social Gatherings
Establish regular team meetings

Method 3: Implement Team Meetings and
Social Gatherings
Plan social gatherings in the office

Method 4: Use Problems as an Opportunity to
Strengthen Teamwork
Encourage teammates to alternate
taking on various roles

Strengthen Teamwork
Assign a task force to research issues

Strengthen Teamwork
Set time limits for making decisions

Improve productivity

Tips-1
Delegate tasks accordingly

Do not get sucked into unnecessary meetings
Tips-2

Create to-do lists
Tips-3

Tips-4
Take breaks

Tips-4
Set ambitious, yet realistic goals

Designate times to handle e-mail
Tips-5

Reward
yourself
for
motivation
Tips-6

Tips-7
Constantly ask yourself if you what are doing
presently is productive

Spend a few minutes preparing for the next
day
Tips-8

Tips-9
Sleep early and get up early

Delegate effectively and
with right mindset

Part 1 Getting in the Right Mindset
Set Your EGO aside

Stop waiting for people to volunteer

Don't view requests for help negatively

Learn to trust others

Part 2: Delegating Effectively
Get the ball rolling

Don't take refusals personally

Be prepared to train your helper

Allocate the resources necessary to
complete the task

Be Patient

Be prepared for likely difficulties

Recognize your helper when it counts

Say "Thank You”

Coach for improved performance

Know that coaching employees is a positive and proactive
approach to developing a great workforce with greater access to
creative problem solving and leadership
Steps-1

Steps-2
Enroll company managers in an office coaching program to
help them develop leadership and communication skills they
can use to effectively coach their employees

Develop a coaching plan utilizing advice from coaching experts like
Mary Beth O'Neill, author of "Executive Coaching with Backbone
and Heart."
Steps-3

Study the steps for effective employee
coaching
Steps-4

Create a coach/employee "contract"--when coaching is
called for--and agree to work on the employee's
performance issues together
Steps-5

Call a meeting with the employee to create an "action plan,"
to outline the needed steps to performance improvement and
follow-through
Steps-6

Meet with the employee for follow-up and
to begin "live action coaching."
Steps-7

Meet for a debriefing session after dates have
passed for the goals that were set in the live action
session
Steps-8

How to Deal With Difficult People

Part 1: Changing Your Mindset
Realize that there will always be people in the world that will obstruct you.

Look at your own behavior.

Try to become more aware of your own perception of others.

Part 2: Interpersonal Strategies
Choose your battles wisely.

Pause for a moment and breathe.

Continue being as polite and accommodating as you can.

Talk to your peers about it.

Directly confront them in private

Talk to your superiors.

Facilitating more productive meetings

Part 1: Create the Agenda
State start and end times along with time limits for each topic as a courtesy
to those attending the meeting.

Part 1: Create the Agenda
Ask people within your organization, or the person calling the meeting, for topics they
need included in the meeting, including a brief description of their topic.

Part 2: Send Out Meeting Invitations
Email is the easiest way to invite your attendees, especially if they all use the same
calendar software.

Part 2: Send Out Meeting Invitations
Include a reservation (RSVP) deadline. This allows you to have a proper amount of
materials for all participants without having to scramble the day of the meeting to gather
extra supplies

Part 3: Set Up the Meeting Space
•The room setup will help your meeting flow the way
you need it to. If your meeting is in a rented facility like
a hotel ballroom or other venue commonly used for
meetings, the venue staff should be well-versed in
these setup options. A lecture setting -- chairs in rows –
establishes the speaker as the main focus and works
well when the main purpose is imparting information.
•A theater setup -- a table at the front of the room –
allows a panel of speakers or experts to sit up front
with attendees sitting in rows like those in the lecture
format.
•A classroom setup has tables in front of the rows of
chairs to allow attendees to take notes while the
speaker remains the focus of the meeting.
•Choose round tables if you want your participants to
function as teams or if you want to foster sharing
among groups of participants.
•Utilize the U-shaped (board room) set-up for meetings
where you want the participants to see each other and
interact when needed.
•Set up chairs in a circle with you in the center for
meetings intended as open and participatory.

Part 4: Provide the Necessary Tools for Your Meeting
A fully-prepared facilitator provides all the pens, notepads, workbooks, handouts and
other tools needed for the meeting.

Create a "parking lot" for questions, either in the form of a flip chart or white board on which
attendees can write their questions, or a specified location in the room where attendees can
post their questions on sticky-notes. This keeps the meeting flowing more smoothly, allowing
participants to have their questions answered at specified times during the meeting.

Provide your participants with beverage or snack stations (for longer meetings) or water
pitchers or water bottles and candy on each table (for shorter meetings).

Part 5: Prepare an Evaluation Form or Survey
You can either hand out a survey at your meeting, or tell participants you’ll be sending
an email survey a day or two after the meeting.

Part 5: Prepare an Evaluation Form or Survey
Surveys or evaluation forms provide you with feedback to see how your meeting was
received.

Part 6: Send Reminders About Your Meeting
These should go out a day or two before the
meeting's RSVP deadline.

Part 6: Send Reminders About Your Meeting
Ask that anyone whose plans have changed to
email you with their regrets.

Part 7: Start the Meeting on Time
Attendees who arrive late can catch up; it is rude to those who were prompt to wait
for late-comers.

Part 7: Start the Meeting on Time
Make housekeeping announcements at the start of the meeting, including information
about break and lunch times, restroom locations, and an explanation of the question
“parking lot.”

Part 8: Keep the Meeting on Topic
The facilitator’s job is to keep all meeting attendees or speakers on topic. Allowing
off-target tangents with throw your schedule off.

Stick to your appointed break and lunch times.
Part 8: Keep the Meeting on Topic

Part 9: Answer as Many Questions as You Can
Take questions from your participants or from the “parking lot.” Allow enough time to hit
everyone’s questions.

Be accessible to the participants by staying
after the meeting for anyone who doesn’t
want to address the group, but needs to ask
you specific questions one-on-one.

Remind your attendees to complete their surveys and thank them for coming.

Developed performance and improvement plan

Define the performance issue.
Put the problem in writing. Specify if the employee is lacking in a particular skill, or if it is a
behavioral problem that needs to be addressed. Be specific about any incidents or problems
that have occurred because of the skill deficiency or behavioral problem.

Establish expectations.
Define the areas of performance or behavior that need to be improved. List the changes or
skills that are required from the employee. Have the end result clearly established in writing.

Establish timelines.
The Performance Improvement Plan must include deadlines and a schedule of priorities.
Identify the time periods in which actions are to be taken and changes are to be made.
Communicate how these deadlines will be enforced, and what the consequences will be if
they are missed.

Develop an action plan that includes goals
and objectives.
Assign specific tasks to both the supervisor and the employee to make the improvements
outlined in the expectations. Ask the employee for input as to whether the action items are
reasonable and fair. Make sure the employee has the tools he or she needs to improve
performance, including support from other staff or supervisors.

Decide on a method of evaluation.
Include plans for how the employee's improvement will be reviewed, and how
frequently evaluations will occur. Schedule periodic meetings or conferences to
review the challenges and successes in the employee's work.

Review the Performance Improvement Plan
with the employee.
Make sure the employee understands all the elements of the PIP, and is prepared to accept the
consequences that are laid out if satisfactory employee performance is not achieved. Have the
employee and his or her supervisor sign the plan to acknowledge its review and receipt.

Staying calm under pressure

 Strive to not catastrophize
 Think before you Share
 Discover metaphors and visualizations that help you stay calm
 Note your patterns of exasperation
 Realize that you can control your emotions
 Create a calm environment with peaceful rituals
 Take care of the essentials
 Focus on the mind and spirit, too
 Focus on the mind and spirit, too
 Distract yourself
 Take a day off
 Don’t forget to breathe

Reflect on quotes that can help you calm your mind Here are a few that I find
inspiring:
“You are the sky. Everything else – it’s just the weather.” Pema Chodron
“A mind at peace, a mind centered and not focused on harming others, is
stronger than any physical force in the universe.” Wayne Dyer
“Remain calm, serene, always in command of yourself. You will then find out
how easy it is to get along.” Paramahansa Yogananda

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