The Manager's Cheat Sheet: 101 Common-Sense

Rules for Leaders

Inside CRM Editors

Management is all about connecting with the people on your team. So

how do you effectively manage a team? With common knowledge, of
course. These are a few back-to-basics rules that will help you develop
management skills that really matter.
Body Language
Like it or not, your body speaks volumes, even when you are silent.
Here's how to express an attitude that's appropriate for a leader.
1. Stand tall. Keeping your shoulders back and holding yourself up to
your full height will give you an air of confidence.
2. Take your hands out of your pockets. Putting your hands in
your pockets is often seen as a sign that you have something to hide.
3. Stand with your arms crossed behind your back. This will help
you adjust your posture, and it leaves your hands in a position that is
open and not intimidating.
4. Make eye contact. Always look directly into the eyes of the people
you are speaking with. This shows you're interested and also gives you
a sense of confidence.
5. Sit up straight. Even if you're at an 8 a.m.meeting and feeling
tired, it's important to sit up straight in your chair. Slouching makes
you look disinterested and can give off an unwanted air of laziness.
6. Face the person you're talking to. This shows you are interested
and engaged in the conversation.
7. Shake hands firmly. For many, a handshake is a reflection of the
person you're shaking hands with. You don't want to come across as
unsure or overbearing, so make sure yours is professional and
confident.
8. Always smile. Smiles are contagious and will make others feel
positive when you're around.
9. Look your best. You don't have to be model perfect every day, but
you should dress appropriately and neatly. Clothes can have a big
impact on the way you're perceived.
10. Walk confidently. Keep your head up and take even strides.
Meeting Deadlines
No one will be happy if your team has to rush around at the last
minute to complete a project. Follow these tips to make deadlines less
stressful for everyone.
11. Only promise what you can realistically deliver. Don't create
deadlines that you know you can't meet. By only promising what you
know you can do, you'll be able to finish on time.
12. Set clear goals. Once you know what you need to accomplish, it
helps to know how and when you want to do it. Put your goals down
on paper and make sure everyone on your team gets a copy.
13. Organize a team. Many of your employees will have unique
strengths and training that can make them great assets to certain
projects. Pick a team that has the right skills to carry out the job.
14. Delegate tasks. Spread work among your employees in a way
that doesn't leave anyone overburdened while also allowing the project
work smoothly.
15. Create milestones. Creating milestones for you and your team
will help you keep track of your progress and also give you a sense of
accomplishment as you reach each milestone.
16. Keep communication open. Keeping everyone in touch with the
status of the project is key to making sure it's completed on time.
17. Do it right the first time. Planning ahead will help prevent you
from delivering a substandard product. Having to redo something for a
client costs money, and, more than likely, future business
opportunities.
18. Stay organized. Staying organized will help keep you from
wasting time chasing down important documents and information.
19. Make sure expectations are clear. Be sure that each member
of your team knows what their specific responsibilities are. This will
save time and prevent tasks from being overlooked.
20. Create a plan. Compile your goals and milestones into a
comprehensive plan for attacking any project you are given. This way,
you can make sure you're staying on schedule and that all of your
employees will be clear about how and when things should be done.
Getting Along with Employees
A happy office is a productive one. Everyone will be more cheerful if
you follow these simple rules.
21. Don't make your employees come in on days they're
normally not scheduled to work or call them while they're on
vacation. A surefire way to make employees resent you is to invade
their personal time for nonpressing work. Unless you have something
that absolutely has to be done, let time away from work stay that way.
22. Don't play favorites. Playing favorites can bias your judgment
and impair your leadership abilities. Treat your employees equally.
23. Give credit when it's due. Don't take credit for your employees'
ideas or hog their limelight. This action not only fosters resentment
but also makes you seem untrustworthy.
24. Don't micromanage. While it's fine to keep up with what your
employees are working on, don't constantly look over their shoulders.
25. Never discuss employee matters with their co-workers. This
kind of gossip always gets back to the person and will make you look
unprofessional.
26. Don't interfere with employees' work. If your employees are
getting work done, don't stress about how it gets done. Even if it's not
being done they way you'd do it, it's best to let employees use their
best judgment.
27. Don't push unreasonable deadlines. You don't want to spend
all of your time at the office, and neither do your employees.
28. Keep your promises. Barring some catastrophic event, you
should always keep promises you make to employees, especially about
pay and benefits.
29. Keep work about work. Don't require employees to run your
personal errands. Take care of your own personal business or hire an
assistant.
30. Reward hard work. Make sure your employees feel valued for
the work that they do. Employees will be more willing to put in extra
effort if they know it's noted and appreciated.
31. Provide motivation. Sometimes employees need a morale boost.
Provide them with encouragement to get a project rolling.
Manage Yourself
Being a good manager isn't just about what you can encourage other
people to do, it's also about managing your own performance.
32. Be accessible. Don't hole up in your office all day — come out
and visit with your employees. Let them know that they can always
come to you with problems and concerns.
33. Be open to constructive criticism. It may not always be what
you want to hear, but listening to constructive criticism gives you the
chance to learn and grow from your mistakes.
34. Accept responsibility. Part of being the boss is accepting
responsibility for the mistakes of all that you manage, not just your
own.
35. Know there's always room for improvement. No matter how
good you think you are, your job can always be done better. Always be
willing to learn.
36. Improve your skills. Learning is a lifelong process. You're never
too old to take a class or ask a co-worker to help you improve your
knowledge.
37. Explain things simply. Don't use big words or technical jargon
just to sound smart and impress others. Your employees will
understand and perform better if you explain simply and clearly what
you need.
38. Instruct rather than order. You may be the boss, but you don't
have to be bossy. You'll have more success if your requests are more
tactfully delivered.
39. Include your staff in your plans. Don't make your work top
secret; let your employees know what's going on and how they are
expected to contribute.
40. Know your subordinates' jobs. You don't want to be caught
with inferior job knowledge.
41. Be flexible. It's fine to be firm in what you expect, but allow for
flexibility in how it gets done.
42. Get regular feedback. Your employees and superiors can give
you valuable feedback on how to improve your performance. Use this
to your advantage.
43. Know your limitations. You can't be everywhere doing
everything all at once. Know the limits of your time and abilities and
say no to things you know you can't do.
Boosting Productivity
Getting the most out of your day can be difficult with a busy schedule,
but you can use these tips to help you maximize your time in order to
be better available to employees.
44. Get the most out of meetings. Be organized and prepared for
meetings to increase effectiveness and time savings.
45. Focus your energy on things that matter. Don't let trivial
tasks take time away from things that are really important.
46. Identify your time-stealers. Everyone has little things that
detract their attention and make them lose focus. Figure out what
these are and work to eliminate them, if only for a few hours a day.
47. Be punctual. Being on time is a big deal. Never keep people
waiting for appointments or meetings if you can help it.
48. Respond to your correspondence within a reasonable
amount of time. You don't have to be chained to your inbox, but
make sure you respond to emails within a few hours whenever
possible.
49. Do only what is necessary. There are times when going above
and beyond works, but doing so on a daily basis can derail your
progress on more important issues. Get the key things done first, then
see if you have time for additional things.
50. Stick to schedules and routines. While they may not be the
most exciting things, schedules and routines can help streamline and
improve your productivity.
51. Organize and manage your schedule. Use any tools and
utilities you have at your disposal to prioritize your day and keep track
of what you need to get done.
52. Plan more than you think you can do. While this may sound
stressful, it can actually be a great motivator. If you manage to get
everything done, you'll enjoy a great sense of achievement.
53. Get to work early on occasion. Sometimes an uninterrupted
half hour in an unoccupied office can help you get key things done or
allow you to plan your day before there are any distractions to slow
you down.
54. Know that sometimes stress is good. While too much of
anything, especially stress, can be bad, sometimes a little stress can
be the motivation to get you moving, allowing you to get more done.
55. Do your least favorite tasks first. Get your most tedious and
least desirable tasks out of the way earlier in the day. After that,
everything else will be a breeze.
Managing Finances and Resources
Whether you're a business owner or a manager, staying on top of
tangible items is vital to success. These tips can help you keep track.
56. Set up a realistic budget. While it's good to be optimistic, don't
plan for more spending than you know you can afford. Make sure you
plan for emergencies and contingencies as well.
57. Save costs where they matter the most. Don't just pinch
pennies for the present. Make sure your savings will pay off in the long
run. Compromising on quality might cost you later on in repairs and
replacements.
58. Spend only when it's necessary. Don't spend if you don't need
to. Every bit you save goes toward your profit.
59. Find alternative sources of finance. Sometimes even
successful businesses need a little help. Business loans and investors
can help you through leaner times.
60. Stay true to your contracts. Not only will you gain the respect
of your clients, you'll also avoid legal battles that can be a serious
financial drain.
61. Make sure employees are well compensated. Employees
deserve to be rewarded for hard work. Make sure yours are well
compensated for their time and they'll be more productive and happier
to come to work.
62. Learn to do more with less. Quality is much more important
than quantity, so make what you have count.
63. Assign equipment wisely. While it might be nice for every
employee to have a PDA, budgets often don't allow for such
conveniences. Make sure the employees that need tools the most have
access to them.
64. Invest in solid technology. This doesn't always mean the latest
technology, but what your office needs to do work effectively.
65. Update when necessary. Using obsolete equipment and
programs can really slow you down. Update when it makes sense so
you won't get left behind by competitors.
66. Don't be wasteful. Every sheet of paper, paper clip and pen is a
cost on your budget. Use materials wisely and don't waste them out of
haste or carelessness.
Communicating with Clients
Whether you're a business owner or a manager carrying out a project,
one thing is always the same: The client is dominant voice in decision-
making. Learn to communicate with them effectively and you'll set a
good example for the people you supervise.
67. Remember that the customer is the boss. At the end of the
day, your job is to make the customer happy. Act accordingly.
68. Differentiate your products. Don't get lost in a sea of products
and services like yours. Make sure you stand out from your
competitors.
69. Retain customers as much as you recruit new ones. While
you always want to bring in new business, it's very important to
maintain relationships with loyal customers.
70. Provide effective channels of communication. Make sure your
clients can contact you easily and quickly if they have a problem,
concern or question. They can also provide a valuable source of
feedback.
71. Maintain customer data. Use this data to make your customers
feel special by remembering occasions like birthdays and
anniversaries. It's also helpful for keeping track of purchasing
preferences.
72. Segment your customers. Not all customers are alike. Divide
your customers into groups that allow you to provide attention and
services that meet each customer's unique needs.
73. Provide effective after-sales services. Don't let contact fall off
after the work is complete. Make sure your client stays happy.
74. Listen attentively. Pay attention to exactly what clients are
asking for to help you better meet their needs.
75. Don't be afraid to say you don't know. It's OK not to know the
answer to every question. It's better to say you don't know and get
back to a customer than to try to bluff your way through a
conversation and have to backtrack later.
Keep Up with Change
There is no way to stop the world from changing, so follow these tips
to keep up and ahead of the game.
76. Don't fight change. You can't stop markets, trends and
technology from changing, so learn to go with the flow.
77. Adopt a predictive managerial style. Don't wait for things to
happen to make a move. Anticipate problems and provide contingency
plans.
78. Test your contingency plans. Waiting for disaster to strike is a
dangerous way to find out if your emergency plans will hold. Test them
out from time to time to fine-tune them and make sure they're still
relevant.
79. Identify the positives. Even the most negative changes can
have positive aspects to them. Being able to identify and maximize
them can help make adapting less painful.
80. Be quick to adapt. Learn to adapt to changing situations quickly
and be able to change plans on the spur of the moment if the situation
requires it.
81. Stay tuned to external factors. Your business is affected in
many ways by outside factors. Keep abreast of these so you can
anticipate any sudden market changes that would affect how you need
to manage.
82. Put in place a Research and Development plan. Encourage
innovation and creativity to stay ahead of the demand for newer and
better products and services.
83. Keep an eye on the competition. Don't let the competition get
the best of you. Keep up-to-date with what they're doing and use it to
your advantage in managing your business.
Resolving Problems
Whether problems are internal or external, they can make your
management duties a nightmare if you don't handle them correctly.
Here's how to stay on top of them.
84. Stand up for employees. If other departments or managers are
bearing down hard on your employees, stand up for them.
85. Fix what's broken. Don't waste time placing blame. Take care of
fixing the problem before dealing with any possible repercussions.
86. Manage and control your emotions. Don't let anger or
frustration affect your problem resolution. If you are emotionally
invested in a situation, cool down before discussing it or bring in an
outside mediator.
87. Learn when to step in. Some problems might resolve
themselves if you just let them be, but you need to be aware of times
where you'll need to step in and take control of a situation.
88. Take the blame. If you've made a mistake, fess up. It'll give you
more time to work on fixing the problem instead of talking your way
out of taking the rap.
89. Get the facts first. Before you pass judgment on a situation,
make sure you have the whole story. Listen to employees and refrain
from questioning anyone's integrity without first ensuring that you've
gathered all the data.
90. Rise above the crisis. Learn to separate yourself from the
problem and rise above the fray. You'll be able to think more clearly
and make a better decision on how to rectify the issue.
91. Don't ignore problems. A small problem can easily snowball and
become something much more difficult to fix.
92. Try to depersonalize problems. Let employees know that the
problem isn't with them but with their actions. Don't make it personal.
Go Above and Beyond
Managing people isn't just about getting the job done. To truly be a
great leader, sometimes you need to go above and beyond what the
job calls for.
93. Lead by example. You can talk until you're blue in the face, but
the best way to get a point across is to be the model to emulate. Let
employees follow your lead.
94. Get your hands dirty. Sometimes you need to show your
employees that no one's above doing unattractive tasks.
95. Make a difference to your employees. Don't just be a generic
manager — stand out as a leader and role model for your employees.
96. Gain your employees' trust and respect. You'll have a much
easier time managing employees when they respect your rules and
boundaries and trust your leadership.
97. Be empathetic to personal problems. Whether it should or not,
what happens outside of work can have a big affect on the quality of
work produced. Be sensitive if employees have personal issues that
keep them from concentrating on work.
98. Be unique as a manager. Every position demands something
different and you should be proud to be adept at your particular role
rather than trying to emulate other managers.
99. Remember that ethics matter above all. Be honest and
reliable in all of your business and personal relationships.
100. Be on the lookout for new ideas. You never know where your
next great inspiration will come from.
101. Get to know your employees. Learn more than just their
names. Get to know your employees' family backgrounds, likes and
dislikes. Doing so will make you more personable