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The BASICS of Leadership:

Planning, Organizing, Leading, Controlling

Facilitator: Jet G. Nera

Program Date: 15 January, 2017

Why Are We Here?

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Super Super-Visor
Worker Officer
(Staff) Manager

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The success of an organization
hinges on the effectiveness of its
leaders.

Triangle of Success
Knowledge

What I Know
What I’m Capable Of Who I Am

Skills Attitude

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OUR Roles and
Responsibilities

! Know the job


! Create a happy environment
! Communicate
! Coordinate with other departments
! Train and develop
! Coach
! Praise
! Explain the goal
! Offer solutions to problems
! Seek advice and service

Leaders’ Roles & Responsibilities


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Qualities of an 

Effective Leader

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Character

!Character is
revealed in little things - WHO
you are when NO ONE is
watching

Source: John C. Maxwell

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! Character
! Influence
! Positive Attitude
! Excellent People Skills
! Proven Track Record
! Confidence
! Self-discipline
! Effective Communication Skills
! Willingness to Change and Take
Risks

Qualities To Look For In A Leader


Source: John C. Maxwell
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Managing / Supervising

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What does being a 

“supervisor or manager” mean?

Working with and through other people & resources


to achieve organizational objectives.

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Five Levels of Leadership


5 PERSONHOOD
Respect
People follow
4 because of who
PEOPLE you are and what
DEVELOPMENT you represent

3 Reproduction
People follow because of what you
PRODUCTION have done for them

2 Results
People follow because of what you
PERMISSION have done for the organization
1 Relationships
People follow because they want to
POSITION
Rights
People follow because they have to

Source: John C. Maxwell

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Management Work
! Work done by people in leadership positions
to get things done through and with other
people to achieve organizational objectives
! Physical and mental work of:
- Planning
- Organizing
- Leading
- Controlling

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4 Functions of
Management
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What’s the goal?
How do we get there?

4 Functions of
Management
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Who will do what?


What do we prioritize?

4 Functions of
Management
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How do we communicate? motivate?
coach? develop? discipline?

4 Functions of
Management
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How do we ensure results?


check? monitor? follow through?

4 Functions of
Management
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A Range of People-Handling
Skills
DISCIPLINING

COUNSELING

COACHING

MOTIVATION

COMMUNICATION

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Planning

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63%
of retired Pinoys are
POOR! 25

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4% 26
22 of the TOP 100 Malls
are in the Philippines!

4. SM NORTH EDSA
5. SM MEGAMALL
6. SM SEASIDE
11. SM MOA
16. Festival Mall

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If we FAIL TO
PLAN, then we
PLAN TO FAIL!
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The Essence of Planning

Direction Setting
“Where do we want to go?”
“What do we want to achieve?”
Decision Making
“What’s the best way to get there?”
“Who do we need to bring us there?”
“When should we achieve it?”
“What resources do we need?”

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Crucial Prerequisites

Green Light Thinking


Foresight
Attention to Details
Commitment
Involvement
Support
Monitoring

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Plan__________________________
Schedule Person Budget/
Objectives Program Steps Responsible Support
Start Finish Needed

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Activities of Planning

! Forecasting
! Developing Objectives
! Programming
! Scheduling
! Budgeting

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Forecasting

Predicting future events and conditions, and


the opportunities associated with them

What to Forecast
! Markets ! Manpower
! Machines ! Materials
! Money ! Methods
! Management ! Facilities

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Guidelines in Planning
! Involve your staff in planning. This lessens
resistance and encourages team effort.
! Be realistic. Goals must be attainable to avoid
frustration.
! Write your plan. Focus on desired results.
! Make your plan a working document. Write on
it and make notes if you have to.
! Be specific and detailed.
! Update your plan regularly.

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Who will do what?
What do we prioritize?

4 Functions of
Management
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First Things First!

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Organizing

Putting people in the right roles

And resources in the right places

To ensure accomplishment of
plans.

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Hiring the “Best Fit”

The
Person

The The
Job Company

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Basic Guidelines in Delegation


The 6 “W”s of delegation


What exactly is to be done? Which results are expected?
Which difficulties should be expected?
How will the results be controlled?

Who is most suited to the work?


Who has the necessary skills and abilities?

What is the purpose of the task (goal, motivation)?


What happens if it is not done or not done completely?

How should the task be approached?


Which rules and regulations apply?
Which process should be used?

Which tools are required?


How should the employee be equipped?

When should the work start and when should it be completed?


When should I check whether I need to intervene? (e.g. milestones)

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Who Can I Delegate To?
Who Can I Ask Help From?
What

Who

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How do we communicate? motivate?


coach? develop? discipline?

4 Functions of
Management
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What is “Leadership”?
“The ability to enlist
the willing cooperation of others
to achieve desired results.”

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What is “Leadership”?
“The ability to enlist
the willing cooperation of others
to achieve desired results.”

Leadership can be learned.


You dictate your pace.

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What is “Leadership”?
“The ability to enlist
the willing cooperation of others
to achieve desired results.”

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What is “Leadership”?
“The ability to enlist
the willing cooperation of others
to achieve desired results.”

Aim for commitment than compliance.


Aim for persuasion than intimidation.

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What is “Leadership”?
“The ability to enlist
the willing cooperation of others
to achieve desired results.”

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What can I best do to What can I best do to please


accomplish the task? my crew?
Results Relationships

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The Leader As A
Communicator

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Barriers to Effective
Communication
Source: Individual
Differing Perceptions and Meanings
Language
Assumptions
Confidence Level
Listening Habits
Personality
Unavailability
Fear and Distrust

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Barriers to Effective
Communication
Source: The Organization
! Lack of Venues for Feedback
! Information Overload
! Organizational Structure
! Distance and Physical Location
! Company Culture

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The Communication Process

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3 Elements of
Interpersonal Communication

Words
Voice
Body Language

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Becoming an

1
Effective
Communicator
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Maintain or
enhance
Self
Esteem
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Becoming an Effective
Communicator

- Always maintain or enhance self-


esteem
- Right words.
- Know your target
- Be clear. No jargons.
- Be specific. Details and incidents
- No hidden agenda.
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The Lady Fish Vendor


! A WORD
! A FRAGMENT
! A SENTENCE
! A PREDICATE
! A VERB
! AN EXCLAMATION
! A PUNCTUATION
! ROLLED INTO ONE.....

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! Rate of speech. How fast or slow?
! Volume. How loud or soft?
! Enunciation. How you do pronounce your
words?
! Tone or Inflection. What emotions do you put
in your voice?

Voice Characteristics
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A Range of People-Handling
Skills
DISCIPLINING

COUNSELING

COACHING

MOTIVATION

COMMUNICATION

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STAR Format

#
S/T ituation/task
A ction "

R esult

Source: Development Dimensions International

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Listening Takes Effort!

WPM

BRAIN

0 100 200 300 400

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Listening Takes Effort!

Natural tendency to drift away.

Listening is a conscious
activity. It requires focus and
participation.

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Listening
Types of Listening
1. Ignoring
2. Pretending
3. Selective Listening
4. Attentive Listening
5. Empathic Listening

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Indicators of Listening

1. Attention focused on the other person.


2. Dropping all activities just to listen.
3. Not interrupting.
4. Eye contact.
5. Nodding.

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Indicators of Listening

6. Open gestures.
7. Leaning forward.
8. Responses match what the other
person said.
9. Facial expression matches the
emotion of the sender.
10. Acknowledging responses.

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What do EMPLOYEES want?

Supervisor Different Wants


Tactful discipline
Good working conditions
Feeling of being “in” on things
Job security
Interesting work
Good pay
Loyalty to employees
Full appreciation of work done
Help with personal problems
Promotion and growth

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“The failure to perceive what


people really need
is the biggest motivational
problem.”

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“Changing human behavior
without understanding
motivation

is like trying to
start a stalled car
by kicking it.”

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And why do
millions of
people go to
work each day?

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Motivation is the force 

that drives our actions

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And with the


right
motivation
What 

can’t we do?
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assumptions about motivation
Every behavior has motive.

What motivates one may demotivate the other.

Motivation is a necessary but insufficient condition


for performance.

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motivation & performance

MOTIVATION
“The desire to do it”

ABILITY SITUATIONAL
“Knowledge and FACTORS
skills” “Work
environment”

Extent of Employee Performance

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Two Types of Motivation
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Intrinsic Motivation

Passionate people…
Don’t depend on external
rewards and motivators.
Sees work itself as a motivator.
Practice self-appreciation.

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the “full cup” principle

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The Hierarchy of Human Needs

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Motivation
Self-actualization Spending time with them
(Potential)
Importance Focusing on their strength
(Self-esteem)
Requiring helmet in
Belonging construction sites
(Part of a Group)
Delegating job effectively
Security/Safety
(Danger) Inspiring workers to
become star performers
Survival/Physiological
Providing regular breaks
(Health, Food, Sleep)

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Satisfying Basic Needs 



Making People Survive

1. Provide FAIR and COMPETITIVE pay and benefits package.


• Cash
• Health
2. Set up efficient procedures for benefits administration.
3. Ensure fair and equitable workload.
4. Provide enough manpower to run operations.
5. Ensure work that keeps “work-life” balance.

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Strengthening Sense of Security 

Making People Look Forward to the Future

1. Provide for long-term monetary benefits.


2. Provide for clean, decent and safe working environment and
working conditions.
3. Provide equipment and tools that allow effective performance.
4. Ensure clear idea of work tenure.
5. Provide clear job title and description.
6. Set-up a clear career path for the employee.
7. Provide for a fair employee discipline process.

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Satisfying the Need for Positive Relationships 



Making People Feel “We Belong”

1. Know your people – as a worker and as a person.


2. Allow people to express their individualities.
3. Spend time for professional and personal interaction.
4. Listen to their stories and problems.
5. Provide needed assistance.
6. Facilitate “getting-to-know” among people.
7. Organize social activities for team members.
8. Provide physical venues for social interaction.

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Satisfying the Need for Positive Relationships 

Making People Feel “We Belong”

9. Allow informal groups and friendships among staff.


10. Encourage team efforts in doing the work.
11. Make work as fun as possible.
12. Conduct regular meetings where people can interact.
13. Show “pakikiramay” and social support when possible.
14. Respond to invitations by others.
15. Greet people on birthdays and important events.
16. Resolve causes of poor interpersonal relations.

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Recognizing and Cheering People On 



Making People Feel Important

1. Respect them.
2. Recognize good performance through positive feedback and
praise.
3. Use positive statements in talking with your people.
4. Reprimand people in private.
5. Encourage people to do better (in case of poor performance).
6. Treat them as people – not machines.
7. Avoid favoritism.
8. Share with them goals and rules.

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Recognizing and Cheering People On 

Making People Feel Important

9. Involve subordinates in planning and decision-making.


10. Assign specific roles and announce them.
11. Delegate additional authority and responsibility.
12. Trust your people.
Know when to leave them and when to come in.
13. Design more challenging yet attainable tasks.
14. Communicate clear directions and instructions.
15. Give necessary credit to people’s contributions.
16. Have formal/ informal reward and recognition systems.

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Recognizing and Cheering People On 



Making People Feel Important

17. Listen to suggestions and consult them.


18. Keep them informed as much as possible.
19. Communicate clearly your decisions and the basis for such.
20. Acknowledge your mistakes and short-comings.
21. Give commendations and promotions to deserving staff.
22. Keep promises and commitments.
23. Make them representatives of their groups.
24. Know when to give your people another chance.

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Ensuring People’s Growth and Development

Making People “Achieve Their Potential”

1. Make them realize that their work ”makes a difference”.


2. Encourage them to set their performance goals.
3. Encourage positive beliefs and values.
4. Remove all performance limits.
5. Get people out of their comfort zones.
6. Encourage creative thinking.
7. Challenge them to grow in the organization.
8. Develop a competitive spirit

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Ensuring People’s Growth and Development



Making People “Achieve Their Potential”

8. Provide training to enhance people’s talents and potential.


9. Provide training to develop skills for next level.
10. Ensure multi-skilling and cross-training.
11. Provide new but meaningful, challenging work.
12. Serve as a “role-model”.
13. Allow employees to recharge their batteries.

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Energizing People with Goals and Vision

Making People “Dream Big”

1. Share the company’s vision-mission-values to employees.


2. Show that the company’s vision is aligned with their personal
development.
3. Explain the part that employees will play in the attainment of
the company vision-mission.

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the MOTIVATION FORMULA

E=mc 2

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