BASIC CAPABILITY OF A MANAGER

BASIC CAPABILITY OF A MANAGER

1. According to the F. John Reh for beginning manager :

Level 1 of the Management Skills Pyramid shows the basic skills any beginning manager must master. It is the foundation of the management skills pyramid, which shows the skills a manager must master to be successful and shows how these management skills build on each other toward success.

Basic Management Skills

There are four basic management skills anyone must master to have any success in a management job. These four basic skills are plan, organize, direct, and control and are discussed separately in detail below.

Plan

Planning is the first and most important step in any management task. It also is the most often overlooked or purposely skipped step. While the amount of planning and the detail required will vary from task to task, to skip this task is to invite sure disaster except by sure blind luck. That's what gives us the adage of the 6 P's of planning (or 7 P's depending on how you count).

Organize

A manager must be able to organize teams, tasks, and projects in order to get the team's work done in the most efficient and effective manner. As a beginning manager, you may be organizing a small work team or a project team. These same skills will be required later in your career when you have to organize a department or a new division of the company.

Clearly, there is a lot of overlap between planning the work and in organizing it. Where planning focuses on what needs to be done, organization is more operational and is more focused on how to get the work done best.
When you organize the work, you need to:

• determine the roles needed,
• assign tasks to the roles,
• determine the best resource (people or equipment) for the role,
• obtain the resources and allocate them to the roles, and
• assign resources to the roles and delegate authority and responsibility to them.

Whether you have been assigned a small team or a project to manage, beginning managers must also be able to organize offices and data systems.

Direct

Directing is the action step. You have planned and organized the work. Now you have to direct your team to get the work done. Start by making sure the goal is clear to everyone on the team. Do they all know what the goal is? Do they all know what their role is in getting the team to the goal? Do they have everything they need (resources, authority, time, etc.) to do their part?

Pull, Don't Push
You will be more effective at directing the team toward your goal if you pull (lead them) rather than push (sit back and give orders). You want to motivate the people on your team and assist and inspire them toward the team goals.

Control

In the steps above, you have planned the work, organized the resources to make it happen most efficiently, and directed the team to start work. In the control step, you monitor the work being done. You compare the actual progress to the plan. You verify that the organization is working as you designed it.
If everything is going well, you do not need to do anything but monitor. However, that seldom happens. Someone gets sick, the database sort takes longer each iteration than projected, a key competitor drops their prices, a fire destroys the building next door and you have to evacuate for several days, or some other factor impacts your plan. The control step now dictates that you have to take action to minimize the impact and brings things back to the desired goal as quickly as possible.
Often this means going back to the planning stage and adjusting plans. Sometimes it may require a change in the organization. and you will have to re-direct everyone toward the new goals and inspire them. Then, of course, you control the new plan and adjust if needed. This cycle continues until you complete the task.

                 

          2. Team Management Skills

There are three categories of team management skills anyone must master to have any success in a management job. These are motivation, training and coaching, and employee involvement and I will discussed separately in detail below.

Motivation

The most fundamental team management skill you must master is motivation of your team and of the individual members of the team. (I will discuss self motivation later in this series.) You can't accomplish your goals as a manager unless your team is motivated to perform, to produce, to deliver the results you need. Motivating each of the individuals on your team requires a recognition on your part that each team member's motivation needs are different. And motivating the team requires a different approach from motivating the team members.

Motivating Individuals

• The Coffee Cup
  One of your best management tools may be a coffee cup. The simple act of taking someone to coffee gives you an opportunity to sit with them, listen, and learn. That kind of a conversation can be powerful employee motivation.
• Management Tips for Motivation
  These are some additional motivation tips.
• De-motivating Your Employees
  And while you are working hard to motivate your team, be sure you are not doing anything that will de-motivate them.

Training and Coaching

It is unlikely that you will ever manage a team where everyone is adequately trained. It is even more unlikely that you will have a team that never needs coaching. You need to be able to identify the training needs of your team members and be able to get that training for them. And you need to coach all the members of your team, even the well trained ones, to help them achieve their best levels of performance.

Training

• New Employee Training
  Regardless whether you spend a few hours or a few months orienting new employees, there is a cost. New Employee Orientation (NEO) can save you money in the long run if you take the time to properly train new people.
• Learn at Lunch
  Learn at Lunch, is a program to help employees grow and advance. Learn how to set one up so both the company and the employees benefit from it.

Coaching

• Employee Coaching: When To Step In
  You have to let people make mistakes if they are going to learn. The trick is knowing when to step in and when to hang back and let them try on their own.
• Performance Management Instead of Layoffs
  It costs too much to leave an incompetent manager in place. If the employee won't request a return to a level at which they were competent, the company must take action. Specific training can be part of this.

Employee Involvement

All the training we do as managers, all the motivation we attempt, all that positive feedback and morale building are all aimed at one thing. Increasing employee involvement. If your employees are not involved,if they just come to work to warm a seat, you won't get their best performance. If you don't get their best, everything they do will cost you more than it should have. It might be in a high error or rework rate. It might be in an innovative new idea that they didn't share with you. Whatever the issue, it will cost you.

So how do you get your employees engaged and committed? Here are the basics.

• Inspire and Admire
  One of the biggest mistake a manager can make is to ignore their employees. The same attention you paid to their work assignments, to their satisfaction levels, to their sense of being part of a great team needs to continue for as long as they are in your group. As soon as you start to slack off, their satisfaction and motivation decreases and you lose them.
• How to Innovate in Business
  Give your employees the freedom to think for themselves. Don't be a micro-manager. If they have a little breathing room they will be more innovative and more committed to your goals.
• Employee Retention Tips
  The same things that reduce turnover and increase employee retention are the things that increase employee involvement. Give them clear goals and honest feedback.

The Level of Management

The Level of Management

Pyramid of number of employees in organizations with traditional structure, based on the level. In the traditional organizational structure, managers are often grouped into top managers, middle managers and first line managers (usually represented by a pyramid, where a large number of employees at the bottom than at the peak).



First Line Management
Also known as the operational management, is the lowest level in charge of directing and overseeing the management of non-managerial employees involved in the production process. They are often called supervisors (supervisors), shift manager, area manager, office manager, department manager, or foreman (foreman).

Middle Management
    Covers all the management were among the first-line managers and top management and served as a liaison between them both. Positions including middle managers among the project leader, plant manager, or division manager.

Top Management
    Also known as the executive officer, responsible for planning activities and general corporate strategy and direct the course of the company. Examples of top management are the CEO (Chief Executive Officer), CIO (Chief Information Officer) and CFO (Chief Financial Officer).

Employee
    One who has been appointed as the company's employees for their operations and it worked for wages.

The Duty of a Public Relation as a Employee
    A public relations to convey information, public interest groups, shareholders, on policies, activities and achievements of an organization. The task associated with management to try to stay aware of public behavior and attention to groups and organizations, with whom they usually associated.
    As an example the supervisor asking the PR to make an announcement to media about the unhuman error accident that happen in their company that actually caused by a human error.

The Duty of a Supervisor as a first line management
    The Supervisor could be as a Coordinator, Consultant, Team Leader, and Evaluator for it's team or division. Including maintaining job, and their underling.
    As an example the supervisor arrange and handle their underling to work well so supervisor could report and forward it to the middle.

The Duty of a Project Manager as a middle manager
    The project leader is someone who can accept responsibility for carrying out their duties based on the belief that certain resources are given to him worthy to be managed and processed into the expected output.
    As an example Project Manager leads their entire underling to finish a job within on it's schedule, their lead it with their authorities and rensposibilities to the top management.

The Duty of a Chief Executive Officer as a top manager
    The CEO is the link between the 'inside' that is organization, and the 'outside' of society, economy, technology, markets, and customers. Results are only on the outside.
    As an example, CEO almost being the one who always makes policies for the company instead. CEO manage and coupled the "outside" for the succes of it's company and make a responsibilities to the owner.

The Definition of Eficiency and Afectivity

            Many sources I’ve looking for searching the meaning of eficiency and efectivity, such as from website or others’ opinion. Now I’ll describe from every sources I got, here they are :

1. Eficiency

·        Efficiency is a measure of success judged in terms of number of resources / costs to achieve the results of activities performed.

·        Mulyamah (1987;3) : Efficiency is a measure of input use in comparing the plan with the use of other words realized or actual use.

·        SP.Hasibuan (1984;233-4) : Efficiency is the best comparison between the input (input) and outputs (the results between the benefits of the resources used), as well as the optimal result is achieved by using limited resources. In other words the relationship between what has been achieved.

·        Indonesian Great Dictionary : the proper way (business, labor) run something (which is not a waste of time, effort, cost); flexibility, efficiency.

·        The word efficiency of the efficiency comes from the English language. The equation he says is "leveraging". Leverage comes from the word "lever" the old French meaning "to make easy". In fact, it is the meaning of the word "make easy" is covered by the efficiency of the word. By using a certain way, so that hard work could be done in a short time, without too much effort. That is why the word implies efficiency "to make easy."

2. Affectivity

·        Manser (1991, p. 133) : make or produce products that are the result of a policy, the desire to be achieved which has been seen from the fact that in the field.

·        Steers, Ungson dan Mowday : effectiveness is "the ability possessed by a person or organization to obtain and efficiently use available resources to meet the targets to be achieved and the word is the best judge the effectiveness of each target against the organization that is intended to be followed.”

·        Kurtz dan Boone, (1984 : 162) : the size of something that's a policy alternative that meets the targets that have been defined without considering / ignoring many of the costs incurred or to be involved.

·        Sutarto (1978:95) :  The effectiveness where the work is physical and spiritual activities done by humans can achieve the desired results in accordance

·        Handoko (1997:7) : Effectiveness is the ability to choose the right destination or the right equipment for the achievement of the goals set.

According to Kamus Besar Bahasa Indonesia 3^rd edition 2003, page 284 compiled by the National Education Ministry Language Center,

Effective is 'effect' (consequently, its influence, impression); 2 'efficacious or efficacious' (tt drugs); 3 'can bring results; effective' (tt business, action); 'mangkus'; 4 'come true' (tt laws, regulations). Meanwhile, the effectiveness of a sense of 'effectiveness'. Effectiveness is a 'situational effect'; 'memorable thing', 2 ​​'efficacy'; 'efficacy' (tt drugs); 3 'success' (tt business, action); 'kemangkusan'; 'case validity' 4 (about the law of law, regulations. Meanwhile, the efficiency (noun) is derived from the efficient (adj).

Efficient is the 'something that is appropriate or proper to do (produce) (with no waste of time, business expenses,)'; 2 'capable of performing their duties properly and carefully', 'useful'; 'coincide in order' ; 'sangkil'. Furthermore, efficiency is the 'mean precision (business, labor) in things running (with no wasted time, effort, cost)'; 'flexibility'; 'efficiency'; 'kesangkilan'; the ability of 2 'to perform tasks with good and on (with no wasted time, effort, cost) '.

So from based on previous concepts can be concluded that the effectiveness is 'all efforts and steps that can bring results', while the efficiency is the 'accuracy and the ability to perform tasks well and on with no wasted time, effort, and cost'.

Eficiency and Afectivity, we should look from the etymology :

Afectivity = effectively has a causal nature

Eficiency  = thrifty

So that the effectiveness in terms of consequences that occur, meanwhile efficiency in terms of it’s thrifty in the process of time, energy, materials, etc. I give an example :

-         School are located within walking distance. But you always go with taxi  so you are not late. (Effective) but if you are wake up early and go to school early you wouldn’t need to pay taxi. (Eficiency)

-         If you want to cross the river about 1.5 meters. if you think cross the bridge a distance of 1 km was not a good idea. but if you jump, this is an effective and efficient.

That’s all I could presented to you all of my opinion about  Eficiency and Afectivity, many sources are coming from Google, Blogspot, and other articles.

Management assignment

       

Starting my own life in Pondok Cabe to go to college is not easy, I have been here a week. In addition to independent living by managing my own finances are also obliged to take care of myself, like washing clothes, tidying my homes or boarding houses. When it began life in pondok cabe, I feel free because I can freely organize my without the care of my parent’s house. But it's all wrong, some problems will I lay out in the next paragraph.

          The first management problem I faced was where my financial problems were given money from my parents at the end of the month but at the beginning of the week every month. At first I thought it was exciting to store large amounts of money every week but I was wrong, I do not think that I did not stay at home where when we open the table will always have food to eat even though they may at times there are only tofu but edible. Well if different from the case with our own lives and only rely on parents sending money, we can not expect to open a dining table and find food on them. Sometimes the weekly money only lasts 2-3 days, and I have to rack my brain to survive in the hereafter. My smoking habit is making me the most difficulty in managing my finances I am often asked for more money by making excuses or any assignments to do. Certainly it would be easier if I came from a wealthy family, but "if", the reality says different.

          The second problem I had was when I had to tidy up my own place to live, I will admit that the adage "mensana in corpore Sano" is what it is, if applied to life, or more specifically into my life it would mean if the house is clean then atmosphere conducive to study and do the assignments. Well this is too difficult for me, to tidy up my boarding, I admit I am not a neat person I often given advise from my parents to tidy up my room in their home. It was lifted into the rented house in pondok cabe, my difficulty in terms of tidying up the house instead of lazy but somehow I feel more like and feel "is mine" if the house is a mess. Basically I think the lack of initiative that resulted lazyness straighten my own living.

          The last problem I experienced was the lack of regularity in terms of eating, this has nothing to do with the problem that I described in the second paragraph. But I admit, since living alone I felt that I was not regular in terms of eating when I admit that the most important thing is to keep my personal health. The plasce is dirty, eat irregularly, the disease can be attached to me, but as a PBU student who sued his GPA in order to stabilize at 3.25 keep health care is very important to prevent disease and avoid not attend college because they need a break at home to recover. When I lived in the house of my parents used to eat as much as 3 times, in a rented house I only ate two meals a day with breakfast and lunch details and then shifted to continue with lunch.

          That’s all about the exposure that I experienced in my rent home today. In the future I have made a resolution that all goes smoothly in accordance with what is, according to proposed by Steers, Mowday and Ungson is the effectiveness of the "capabilities possessed by a person or organization to obtain and efficiently use available resources to meet any targets to be achieved and the word is the best judge the effectiveness of each target against the organization that is meant to be followed " refer to them then I am sure, it does not resolve the issue with management should always be in the company. Resolve personal problems are also capable of good management, the following paragraphs I will explain the resolution of problem solving with reference to the basic science of management that I have learned.

          On the issue of financial management, I think I will limit my spending by reducing spending my greatest, on cigarettes and snacks. Also restrict to withdraw money from Automated Teller Machine in order not to take all the money sent by my parents and use it wisely by prioritizing the needs rather than desires that I want. Due to the limitations of my parent and also demands to live wisely so that colleges can run smoothly and so well that in the future maybe I can set aside money from my parent weekly or saved for my college supplies. It's one of my resolutions is to quit smoking, imagine if I need to Rp 5,000, - per day for a smoke then I have spent Rp 150,000, - per month only to smoking. It is a vain thing. That kind money is more than enough to feed me for 2 weeks in a rented house, and therefore most my resolution is to quit smoking or reduce because I think it is possible for a smoker to quit smoking immediately. At a minimum he should be progressively reduced smoking from time to time so that the sense of dependence on smoking will decrease until it disappears.

          On the issue of residence neatness, I'm sure with time set aside only about 10-15 minutes to 3 times a day to put a pretty neat to live. First thing in the morning when I was preparing to leave for college, I'll sweep and tidy up the bed. Second, when I get home I'll wash the dirty clothes that can be interspersed with tidying up the house again or prepare food before I buy out when returning to college, because interspersed laundry takes about half an hour to process the soaking clothes. The latter is when the night comes or after dinner where dirty dishes are left vulnerable just lying around, I immediately wash the dirty dishes and other food scraps, so I will have 4 hours to learn and do the job. I used to eat at 7 pm and I was always make a target to sleep at 11 in order to sleep an hour longer than the standard of adults who slept 6 hours, so at 6 am I get up and tidy place and ironing my clothes that washed a day before. It will efficiently without wasting my time and I can apply to learn more.

          In the last issue of the lack regularity eating problem, this is a problem also experienced improvements relating to financial management problems. It also intersect with issues of time management difficulties, such as the examples I used to wake up in the morning at 07:00 am and then I immediately proceed with the usual clothes ironing until the night before not too dry. After ironing I usually start by making beds and enjoy a cup of coffee and cigarettes, yes indeed I can enjoy a cup of chronic coffee and smoking but can not breakfast. And to be honest I always have breakfast and a liability for breakfast for me when I have not been to college, I'm not used to start the day without prior expectations, but that all changed 180 degrees since I was in college. Completion that still being a concept so far is that I will prepare the rice in the evening and maybe a side dish meal then I heat by using a jar cooker or if I want more quickly again I would buy rice uduk that usually sold in front of the campus. If I look at how I had lunch and dinner, I felt there was no problem because when the lunch break for sure I always eat well at the nearest warteg own or might buy. Likewise, even at night, I always buy a side dish at warteg nearby and then we eat together at boarding school, the system also buy our collective way to raise money so that the side dishes that can be bought again. In the case of the affairs of the stomach is very influential to learn, because we are indeed difficult to concentrate when you are hungry.

          Of all the problems that have been presented and solved all the improvements that most of the planning is being done and is still a concept or a raw concept. So I conclude that in terms of financial management that day I felt better where I am increasingly able to use the money amounting to Rp 50,000, - for four days, said to be improved because previously I used the money for only 2 days. Similarly, the neatness of residence, as much as possible I also avoid staying tidy in the morning, I chose to make it up at night before bed to streamline my time in the morning. And the last is about the diet, although still feel I have a regular diet but I always make time for breakfast in the morning if time and my financial support.

          I personally admit that participate helps in life by applying good management and discipline is also high of course. By also applying the concept in general efficiency and effectiveness of the concept put forward by Kamisa which basically emphasizes on the "influence" itself. It is important to implement good management that balanced a disciplined in our lives because it can build our image and make others feel deserve to be led or at least make us as their role model. Therefore, from now on, arrange your own life with a good alignment, be prosperous and happy life go hand in hand beside you all.