Historically, two management styles have dominated the workforce. Neither alone will make you an effective manager. You need to realize that you need to utilize more than just two management styles and become an alert manager.

Dictator (aka Hitler)

Some first time managers are thrown into the deep end and believe that they have to begin acting as if they know everything. After all, their direct reports will be looking to them for leadership. They start to act like “the boss”.

These dictator or autocrat managers make most decisions and expect their staff to jump when they are told what to do. They harbor fear in the workplace and generate fear and resentment throughout the office. The dictators make people believe that they are working for someone.

The Diplomat

Diplomatic managers know that spending the time up front to explain the what and why with their direct reports will reap benefits in the long run. They cause people to want to work that extra bit harder because employees are left feeling cared for and respected. They feel feel that they are working with someone.

While the autocrat/dictator thinks that the diplomat is a wimp, the diplomat thinks that the autocrat is too authoritative in management.

Why You Need To Be “Alert”

A manager needs to be alert and exercise a balance between control and encouragement. Each employee is different. As a manager, you need to determine what each employee needs from you in order to perform at their best.  You need to be alert to their needs.

People can be

• very motivated, but lack the skills or knowledge to succeed;
• lacking motivation, but have the necessary skills;
• motivated and perform well, need little control or encouragement;
• lacking both ability and willingness to perform; or
• average in all areas

A change in situation or work environment can trigger a change in an employee from one “attitude” to the other. Being alert and aware of the needs of your direct reports can make a huge difference for you as a manager.

One of the great secrets of a successful manager is the ability to listen actively. This is done by asking questions, making clarifying statements and summarising what you have heard to show you have actually been listening to what the other person has been saying.

Remember, you have two ears and one mouth so you should be listening twice as much as you talk.

Why Poor Listeners Fail

Poor listeners love the sound of their own voice and have to let other people hear it as well. Sometimes poor listeners also spend their time thinking of some smart arse remark with which to interject rather than listening to the other person. Poor listeners make poor managers. Remember that.

Some people can comprehend much more per minute through reading than through hearing someone talk (at a comparatively slower rate). This is especially true for speed readers. So when someone speaks, it is only natural they tend to zone out since the speaker doesn’t demand their full attention. This “comprehension gap” is another reason why some people are poor listeners. The amount of people actively listening are few and far between, so it doesn’t really take much to differentiate yourself among other managers by being an active listener.

How To Be An Active Listener

Encourage the other person to talk. Nod occassionally to show comprehension but more importantly look at the other person when they are talking to you. Don’t turn your head away or be distracted by a piece of paper. Stay focussed as much as possible.

Some well-placed comments work well in conversations: “That’s interesting. Tell me more”, “Why do you suppose that is?” To be an active listener you need to send the same signal with all of the following:

• the words you use
• your facial expressions
• your tone of voice

Naturally, when you become a good listener (and therefore a better manager) some people will start coming to you more with your problems. This can waste a lot of your time.

Conversation Terminators

Some managers use verbal cues such as “I appreciate you coming in” or “Let me think about that a while” to indicate that a conversation has come to an end for the time being. More subtle ways I’ve witnessed include a manager placing his hand on the telephone to indicate he is about to make a call when you leave. Sometimes when all else fails a bit of direct communication would not be considered rude given that all other signals have been ignored. Both parties should be actively paying attention to tune in to each other’s signals.

At the end of the day being an active listener means you are more aware of what is happening around you, especially with your direct reports, making you a more effective manager.