Management Guide Notebook


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Management Guide Notebook

  1. 1.       Supervisory Management Handbook Kimberly Curiel
  2. 2. Table of ContentsMission Statement & Supervisory Management Environment …………………… 3Communication Policy …………………………………… 5Controlling …………………………………… 17Employee Dismissal …………………………………… 24Leading …………………………………… 27Meeting Policy …………………………………… 36Organizing …………………………………… 44Planning …………………………………… 47Staffing …………………………………… 55Teamwork & Collaboration; Team Building …………………………………… 58Training …………………………………… 71Appendix …………………………………… 75   2
  3. 3. Supervisory Management Environment   3
  4. 4. Mission Statement"I will educate, motivate and enable myself and all those who know me to achieve selfactualization and become everything that God destined us to be. I will be an optimist andenjoy everything that happens to me and everything I do. I am known by my family as awoman who loves and cares; by my friends as someone who is always there; by myemployers as a fair, honest, responsible and hardworking individual. I respect the peoplewho work for me and earn their respect in return. I believe that every action I take and everythought I have is directed by a sense of values and integrity that no one but God canquestion. And I will and do live a life without regrets."~ Mission StatementUpon completion of my Bachelor Degree in Fashion Marketing & Management at The ArtInstitute of Seattle I plan to begin a career in Social Media Marketing.. This “SupervisorManagement Handbook” will apply to any future career predicaments I may encounter as asupervisor in my chosen career.   4
  5. 5. Communication Policy   5
  6. 6. Article The 7 Cs of Communication A Checklist for Clear CommunicationThink of how often you communicate with people during your day. You write emails,facilitate meetings, participate in conference calls, create reports, devise presentations, debatewith your colleagues… the list goes on.We can spend almost our entire day communicating. So, how can we provide a huge boostto our productivity? We can make sure that we communicate in the clearest, most effectiveway possible.This is why the 7 Cs of Communication are helpful. The 7 Cs provide a checklist for makingsure that your meetings, emails, conference calls, reports, and presentations are wellconstructed and clear – so your audience gets your message.According to the 7 Cs, communication needs to be:• Clear.• Concise.• Concrete.• Correct.• Coherent.• Complete.• Courteous.In this article, we look at each of the 7 Cs of Communication, and well illustrate eachelement with both good and bad examples.1. ClearWhen writing or speaking to someone, be clear about your goal or message. What is yourpurpose in communicating with this person? If youre not sure, then your audience wont besure either.To be clear, try to minimize the number of ideas in each sentence. Make sure that its easyfor your reader to understand your meaning. People shouldnt have to "read between thelines" and make assumptions on their own to understand what youre trying to say.Bad ExampleHi John,   6
  7. 7. I wanted to write you a quick note about Daniel, whos working in your department. Hes a great asset, andId like to talk to you more about him when you have time.Best,SkipWhat is this email about? Well, were not sure. First, if there are multiple Daniels in Johnsdepartment, John wont know who Skip is talking about.Next, what is Daniel doing, specifically, thats so great? We dont know that either. Its sovague that John will definitely have to write back for more information.Last, what is the purpose of this email? Does Skip simply want to have an idle chat aboutDaniel, or is there some more specific goal here? Theres no sense of purpose to thismessage, so its a bit confusing.Good ExampleLets see how we could change this email to make it clear.Hi John,I wanted to write you a quick note about Daniel Kedar, whos working in your department. In recent weeks,hes helped the IT department through several pressing deadlines on his own time.Weve got a tough upgrade project due to run over the next three months, and his knowledge and skills wouldprove invaluable. Could we please have his help with this work?Id appreciate speaking with you about this. When is it best to call you to discuss this further?Best wishes,SkipThis second message is much clearer, because the reader has the information he needs totake action.2. ConciseWhen youre concise in your communication, you stick to the point and keep it brief. Youraudience doesnt want to read six sentences when you could communicate your message inthree.• Are there any adjectives or "filler words" that you can delete? You can often eliminate words like "for instance," "you see," "definitely," "kind of," "literally," "basically," or "I mean."   7
  8. 8. • Are there any unnecessary sentences?• Have you repeated the point several times, in different ways?Bad ExampleHi Matt,I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday.I really think that our target market is definitely going to want to see the companys philanthropic efforts. Ithink that could make a big impact, and it would stay in their minds longer than a sales pitch.For instance, if we talk about the companys efforts to become sustainable, as well as the charity work weredoing in local schools, then the people that we want to attract are going to remember our message longer. Theimpact will just be greater.What do you think?JessicaThis email is too long! Theres repetition, and theres plenty of "filler" taking up space.Good ExampleWatch what happens when were concise and take out the filler words:Hi Matt,I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our targetmarket will want to know about the companys philanthropic efforts, especially our goals to becomesustainable and help local schools.This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch.What do you think?Jessica3. ConcreteWhen your message is concrete, then your audience has a clear picture of what youre tellingthem. There are details (but not too many!) and vivid facts, and theres laserlike focus. Yourmessage is solid.Bad ExampleConsider this advertising copy:   8
  9. 9. The Lunchbox Wizard will save you time every day.A statement like this probably wont sell many of these products. Theres no passion, novivid detail, nothing that creates emotion, and nothing that tells people in the audience whythey should care. This message isnt concrete enough to make a difference.Good ExampleHow much time do you spend every day packing your kids lunches? No more! Just take a completeLunchbox Wizard from your refrigerator each day to give your kids a healthy lunch AND have more timeto play or read with them!This copy is better because there are vivid images. The audience can picture spending qualitytime with their kids – and what parent could argue with that? And mentioning that theproduct is stored in the refrigerator explains how the idea is practical. The message has comealive through these details.4. CorrectWhen your communication is correct, it fits your audience. And correct communication isalso error-free communication.• Do the technical terms you use fit your audiences level of education or knowledge?• Have you checked your writing for grammatical errors? Remember, spell checkers wont catch everything.• Are all names and titles spelled correctly?Bad ExampleHi Daniel,Thanks so much for meeting me at lunch today! I enjoyed our conservation, and Im looking forward tomoving ahead on our project. Im sure that the two-weak deadline wont be an issue.Thanks again, and Ill speak to you soon!Best,Jack MillerIf you read that example fast, then you might not have caught any errors. But on closerinspection, youll find two. Can you see them?The first error is that the writer accidentally typed conservation instead of conversation. Thiscommon error can happen when youre typing too fast. The other error is using weak insteadof week.   9
  10. 10. Again, spell checkers wont catch word errors like this, which is why its so important toproofread everything!5. CoherentWhen your communication is coherent, its logical. All points are connected and relevant tothe main topic, and the tone and flow of the text is consistent.Bad ExampleTraci,I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, andshe wanted to make sure you knew about the department meeting were having this Friday. Well be creatingan outline for the new employee handbook.Thanks,MichelleAs you can see, this email doesnt communicate its point very well. Where is Michellesfeedback on Tracis report? She started to mention it, but then she changed the topic toFridays meeting.Good ExampleHi Traci,I wanted to write you a quick note about the report you finished last week. I gave it to Michelle to proof, andshe let me know that there are a few changes that youll need to make. Shell email you her detailed commentslater this afternoon.Thanks,MichelleNotice that in the good example, Michelle does not mention Fridays meeting. This isbecause the meeting reminder should be an entirely separate email. This way, Traci candelete the report feedback email after she makes her changes, but save the email about themeeting as her reminder to attend. Each email has only one main topic.6. CompleteIn a complete message, the audience has everything they need to be informed and, ifapplicable, take action.   10
  11. 11. • Does your message include a "call to action", so that your audience clearly knows what you want them to do?• Have you included all relevant information – contact names, dates, times, locations, and so on?Bad ExampleHi everyone,I just wanted to send you all a reminder about the meeting were having tomorrow!See you then,ChrisThis message is not complete, for obvious reasons. What meeting? When is it? Where? Chrishas left his team without the necessary information.Good ExampleHi everyone,I just wanted to remind you about tomorrows meeting on the new telecommuting policies. The meeting will beat 10:00 a.m. in the second-level conference room. Please let me know if you cant attend.See you then,Chris7. CourteousCourteous communication is friendly, open, and honest. There are no hidden insults orpassive-aggressive tones. You keep your readers viewpoint in mind, and youre empatheticto their needs.Bad ExampleJeff,I wanted to let you know that I dont appreciate how your team always monopolizes the discussion at ourweekly meetings. I have a lot of projects, and I really need time to get my teams progress discussed as well. Sofar, thanks to your department, I havent been able to do that. Can you make sure they make time for meand my team next week?Thanks,Phil   11
  12. 12. Well, thats hardly courteous! Messages like this can potentially start officewide fights. Andthis email does nothing but create bad feelings, and lower productivity and morale. A littlebit of courtesy, even in difficult situations, can go a long way.Good ExampleHi Jeff,I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellentjob of highlighting their progress. But this uses some of the time available for my team to highlight theirs. Idreally appreciate it if you could give my team a little extra time each week to fully cover their progress reports.Thanks so much, and please let me know if theres anything I can do for you!Best,PhilWhat a difference! This email is courteous and friendly, and it has little chance of spreadingbad feelings around the office.VariationsThere are a few variations of the 7 Cs of Communication:• Credible – Does your message improve or highlight your credibility? This is especially important when communicating with an audience that doesnt know much about you.• Creative – Does your message communicate creatively? Creative communication helps keep your audience engaged.Key Points. All of us communicate every day. The better we communicate, the morecredibility well have with our clients, our boss, and our colleagues.Use the 7 Cs ofCommunication as a checklist for all of your communication. By doing this, youll stay clear,concise, concrete, correct, coherent, complete, and courteous.The Communication Cycle •"The ability to express an idea is well nigh as important as the idea itself." – American businessman, Bernard BaruchWhether youre writing an email to a co-worker, delivering on the job training to a new teammember, or giving an important presentation to your board of directors, you must communicatein a way that is clear, concise, and easy to understand.   12
  13. 13. Supervisory Management Class Article Personal Point of ViewCommunication is define as “the imparting or interchange of thoughts, opinions, orinformation by speech, writing, or signs”1 In other words getting your message across in aClear, Concise, Concrete, Correct, Coherent, Complete, and Courteous manner. 2 Which isalso known as the 7 Cs of Communication, A Checklist for Clear Communication which was writtenintended to create a clear and simple understanding to better communicate. The article waswritten in a manner that adheres to the message it was trying to achieve, as the message cameacross very clear. The message where guidelines to which we should follow in order toincrease productivity. Not just productivity in the work place but also productivity in ourhomes, family, and overall life. It is very important to be Clear, because by being clear we demonstrate to the othersthat we respect them and their time. That is that we understand that they have a busyschedule, we want to get to the point as simple, short, and clear as possible. Ultimately doingso will not only save us time in the long run but it will also save time and energy for others. It is very important to be Concise, because when we begin to understand that less ismore we begin to grow and succeed in different areas. Such as, by being concise of fillerwords we being to apply that same strategy into our work. We begin to see that we can domore with fewer words versus with many filler words. And if we’re in advertising this is agreat skill to have when coming up with slogans.                                                                                                                1 Communication | Define Communication at Dictionary.com2 The 7Cs of Communication Checklist   13
  14. 14. It is very important to be Concrete, because being concrete signifies confidence. Whena person portrays confidence then others around that person will have confidence in themand their abilities. As well as with most things when using facts there is less arguments thatcan arise, that is the chances of debates per subject lesser. It is very important to be Correct, because being correct in most instances is betterthan not. For example, when a person is extremely qualify for a certain position and theyapply for that position, however they misspell a word on their cover letter or resume it isviewed as a negative. This has been known to cost many qualified individuals positions. Aswell as, there is nothing more annoying as to when we get a message from someone and ithas many misspell words or even just one, and it leaves the person who was sent themessage questioning what the other person meant. Thus, causing them to write anotheremail or letter just to ask what they meant, turns to be simply annoying. It is very important to be Coherent, because there is not a single person in this worldthat want to spend time out of their day reading incoherent information. When a persondelivers a message and it is not coherent not only is the person viewed as “not so smart” butalso as if they themselves do not really know what they are talking about. Not a situation anyprofessional individual wants to be in. It is very important to be Complete, because we all need to know who, what, when,where, how, and why in order to move to action.3 That is we need to know all requiredinformation in order for us to do our jobs without having to turn around and redo a job wejust did when we did not have all the details. Which is not what we want to do as it onlymeans that productivity will decrease significantly.                                                                                                                3 "Who? What? When? Where? Why? Questions to Ask BEFORE Asking "How" to Live Your Life."   14
  15. 15. Lastly, it is very important to be Courteous, because who doesn’t want to dosomething for someone when they are plan O’ being nice! It’s a simple grade school lesson,be kinds to others so that others may be kind to. We want to be courteous especially in theworkforce because we never know whom we may be working with next or for whom. Aswell as, whether we like it or not we all have reputations and reputations can at time cost usemployment if we are not careful how we carry ourselves and how others perceive us. Thus, it is very important to always remember that in order to succeed incommunication we must first learn how to communicate, practice it, master it, and pass italong in order to increase ours and others productivity overall.4 This was a wonderful articlewhich can be utilized as a guideline to build upon for future communication methods.                                                                                                                4 The Communication Cycle   15
  16. 16. Chosen Supervisory Management EnvironmentWhen communicating with my team I must always acknowledge my role in thecommunication process. I must always understand that many times things may be lost intranslation. That just because I meant what I spoke or wrote a certain way, it does not meanthat the message came across in that manner. The articles “The 7 Cs of Communication” is aperfect example as to the techniques utilized in order to have strong communication.Predicament:If in my career I find that my methods of communication do not always seem to comeacross. And I see employees struggling to understand what it is that I’m asking them to do, Ishould asked my self the following questions:1. I’m I Clear?2. I’m I Concise?3. I’m I Concrete?4. I’m I Correct?5. I’m I Coherent?6. I’m I Complete?7. I’m I Courteous?By asking myself these questions, it should be an excellent start to begin to revaluate mycommunication methods as well as start to figure out why or why not my methods are or arenot working.   16
  17. 17. Appendix   75
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  19. 19. New Business Models, Sustainable Competitive Advantage, Competitive Strategies, Strategic Management, Corporate Strategies, Strategic Achievement, Vision, Coaching, Business Model, Success Secrets, How To Be Happy, Inspirational Quotes, Jokes, Fun. Web. 1 June 2011. <>. (Definition) 14. Bogue, Robert L. "Use S.M.A.R.T. Goals to Launch Management by Objectives Plan | TechRepublic." TechRepublic - A Resource for IT Professionals. Web. 01 June 2011. < objectives-plan/5683094>. (SMART DEFINITION) 15. "Management by Objectives (MBO) - Team Management Training from" Mind Tools - Management Training, Leadership Training and Career Training. Web. 1 June 2011. <>. (TIPS MAIN ARTICLE USED) 16. "MBO Management By Objectives Performance Appraisal Employee Evaluation." Archer North & Associates Performance Appraisal. Web. 01 June 2011. <>. 17. "Management by Objectives - SMART." Management Methods | Management Models | Management Theories. Web. 1 June 2011. < ves.html>. 18. "Idea: Management by Objectives | The Economist." The Economist - World News, Politics, Economics, Business & Finance. Web. 1 June 2011. <>. 19. "Management by Objectives (Drucker). SMART." 12manage - All You Need to Know about Management. Web. 1 June 2011. <>. (drucker) 20. "What Is Management by Objectives (MBO)? Definition and Meaning." - Online Business Dictionary. Web. 1 June 2011. < MBO.html>. 21. "Management by Objectives (MBO)." Managers-Net Archive Alphabetic Index. Web. 1 June 2011. <>. 22. Google Images. Web. 1 June 2011. < 3-CArPEAZY/s1600/objectives.bmp>. 23. Dismissal Tips For Employers. Web. 10 June 2011. <>. 24. "Effective Meetings Produce Results: Twelve Tips for Meeting Planning and Management - After the Meeting." Human Resources - Business Management Development   77
  20. 20. Jobs Consulting Training Policy Human Resources. Web. 10 June 2011. < htm>. 25. Office Organization Manage Your Time." National Organization of Professional Organizers. Web. 10 June 2011. < ectCookieSupport=1>. 26. Peterson, Jillian. "How to Develop a Staffing Plan for a Business Organization |" EHow | How to Videos, Articles & More - Trusted Advice for the Curious Life | Web. 10 June 2011. < staffing-plan-business-organization.html>. 27. "Ten Employee Training Tips | Education & Training Employee Training & Assistance from D&B Small Business Portal." Small Business Credit | Dun and Bradstreet Credibility Corp. Web. 10 June 2011. < 1.html>.   78