Leading as a Management Function
Introduction
In today’s dynamic work environment, understanding and fulfilling your role
is essential to a successful and harmonious workplace. Regardless of your
position, you must deliver it properly. There are many aspects to consider
and to follow when performing one's task. This should adhere to the
standards and guidelines established by the company you are working with.
These standards and guidelines will help you promote a safe and healthy
environment for everyone, create attainable and realistic goals, provide just
and appropriate rules and policies, and foster strong relationships towards
your co-workers and managers/ employers.
Whether you are an employee looking to enhance your performance or an
employer seeking to build a cohesive and productive team, you should be
equipped with the knowledge and insights necessary to thrive in the
professional world.
In this lesson, you will learn the following:
Communication in the Workplace;
Leading Workplace Discussions;
Leading Small Teams;
Goal-Setting and Action Planning; and
Supervising Team Performance.
Topic 1: Communication in the Workplace
Communication in the Workplace
Effective communication is crucial in any workplace, and for visual graphic
designers, it plays a particularly significant role in ensuring successful
collaboration, project outcomes, and overall professional growth.
Conversing with Colleagues
Visual graphic designers often work in teams with other designers,
copywriters, marketers, and project managers. Effective communication
ensures that everyone is on the same page, promoting a cohesive and
coordinated effort. It helps in brainstorming sessions, idea exchanges, and
seamless integration of different elements into the final design.
Sending E-mails
Topic 2: Leading Workplace Discussions
Leading Workplace Discussions
As a visual graphic designer, it is common that you will be required to work
with other people including your clients. This may involve continuous
discussions with regards to the product you are producing. Sometimes, you
have to lead the conversation. The result of the conversation, good or bad,
will depend on your ability to lead the whole discussion process.
Common Types of Workplace Discussions
Workplace discussions are essential components of effective communication
and collaboration within a professional environment. These conversations
can occur in various formats, including team meetings, one-on-one
interactions, group discussions, and virtual communications.
How to Lead Discussions
Topic 3: Leading Small Teams
Leadership is an indispensable quality in the field of visual graphic design.
The ability to lead effectively is crucial for guiding individuals and teams
toward common goals, making informed decisions, and fostering a positive
and productive work environment. Here's how to model leadership in small
teams:
Topic 3: Leading Small Teams
Tips in Delivering a Presentation
Whether you're addressing a room full of colleagues or clients, the key to
success lies not only in the content you share but also in how you present it.
Below are tips on how you can improve your presentation skills:
Pace Yourself
Speak in a modulated voice at a moderate pace so that you can be
easily understood. Focus on the important points and avoid sharing
unnecessary information.
Build rapport with your audience
Make sure to engage your listeners/students. You may improve your
tone of voice, body language, facial expression or eye contact when
presenting.
Don’t read from the slides
Master your presentation to avoid reading directly from the slide or
documents. Emphasize the important points. If necessary, expand the
points and give real-life or practical examples.
Pay attention to your listeners
When the listeners talk , listen well so that you can answer them
correctly. Aside from asking them, observe their facial expression
(confused, engaged, bored) and body language then adjust your style
if necessary.
Be prepared for questions
Presenting is not a one way process. Listeners may sometimes ask if
they are confused. Set rules when they can ask to avoid confusion and
disorganization during the presentation.
Topic 3: Leading Small Teams
Company Policies and Procedures
The following are the common company policies and procedures that needs
to be established:
Workplace Health and Safety
It is necessary to implement occupational safety policies in the
workplace to ensure that all employees will/can be safe from any form
of harm. Mostly, the company /agency will hold reliable when accidents
occur. Worst case, this will land in court if in serious conditions. To
ensure this will not happen, provide policies that safeguard the health
of the employees.
Equal Opportunity Policy
Every employee should be given equal access for opportunities
regardless of their gender, preference, sex, social status, race, etc. A
workplace that is safe from any form of discrimination promotes
progressive environment. Common policies under this are non-
discrimination, anti-harassment, workplace violence and diversity. A
company/ agency that practices this policy also promotes a safe
workplace environment.
Employee Code of Conduct
Every company/ agency sets a standard in which every employee
should abide. This will be a reflection of the employee's behavior
towards their job. To implement this effectively, communicate clearly to
the employees the set rules they are expected to show and do. This
may include positive behavior, work responsibilities and duties,
attendance, etc. Setting code of conduct can help evaluate employees
easily.
Leave of Absence Policy
Most companies/ agencies give leaves to their employees. This may
include sick leave, vacation leave, maternity leave, paid time off,
emergency leave, religious observances etc. To ensure that employees
will not use this anytime they want and to maintain a full force in the
workplace, the management should provide written policies in using
these absences. For example, maximum duration of the absence, list of
valid reasons for leaving, conditions for taking leaves, and other similar
policies.
Employee Disciplinary Action Policy
Problems may often arise in the workplace. This may be because of
various reasons. To minimize and handle this, the management should
implement policies that can help prevent and manage these problems.
It is important to communicate and write clear, appropriate, fair and
lawful sanctions for every misbehavior or violation. Inform employees
ahead or during their on-boarding sessions what are the consequences.
In this way, they can avoid causing trouble and help the
company/agency manage their employees.
Shift Rostering or Shift Management
This refers to the required number of hours that the employees should
work. It includes a list of employees and their information with regards
to their schedules, such as the timing, location, and work. Common
advantages of shift rostering are the following: (1) allows employee
flexibility, (2) increases productivity and company growth, and (3)
helps reduce labor costs by saving overtime.
Topic 3: Leading Small Teams
Team
A team is a group of individuals who work together to attain a specific goal.
This may comprise diverse people with different or similar skills.
Types of Workplace Teams
Self-Managing
A group of independent individuals that can manage their work with little
or no supervision from their supervisors or manager. Mostly, they create
their own directions, workflow, goals and deadlines. However, they are
still required to report their progress and outputs to their manager or
supervisors.
Functional Department
This team is composed of people with the same skills or that belong to
the same department. They are mostly assigned to work for a specific
goal over a time or in the long term. Despite being grouped to attain
certain tasks, they can be restructured depending on the management.
One example of a functional department is the IT department working to
solve a company's IT problems.
Cross-Functional
This team is composed of employees from different departments to work
together for a project that may last only for a short period of time. Once
the project is done, the group will then cease. One example is that sales
and marketing employees may work together for a campaign. When the
goal for this campaign is already attained, the combined teams will no
longer work together.
5 Stages of Forming Workplace Teams
Training
Every employee involved will be called out to work together. They will be
presented with the purpose of the tasks and other matters as a group. If
necessary, they will be required to be in training together to address the
specific goal.
Defining
This stage involves identifying the roles and responsibilities of each
employee in the group. This will also include identifying the leader. Then,
the leader will serve as the decision maker of the group. Similarly, the
leader will also depend on the support of his/her member in attaining the
goal of the tasks.
Recognizing
As everyone identifies their roles and responsibilities, they will slowly
recognize their work and their contribution to the group. They will
eventually adapt to their work. Everyone will do their task based on the
guidance of their leader.
Performing
Once everyone understands the goal or objectives and their role and
responsibilities, they will eventually know their tasks and perform it to
their best effort.
Ending
When the goal is already attained, each member will no longer perform
their roles and responsibilities just like they used to. The leader will
decide if they should continue their work or the members will be regroup
to do other tasks.
Skills and Techniques to Build Teams
Define the Purpose
Provide a clear purpose and vision for the team to work with, its
objectives and goals. You may define the purpose by following these
questions: What do you want to create, improve or change? What is the
purpose of each person’s role in the team?
Assemble the team
Identify the skills and abilities of each member and decide which one can
be grouped together. The best way is to group diverse members with
complementary skills and abilities. Make sure that despite having
different personalities they can work together harmoniously and deal
with their differences to attain the goal.
Determine the specific goals
When the team has already been established, you may then create
specific steps on attaining the goals. Provide outlines on the required
tasks and its schedule to accomplish it and set the roles of each member.
In doing this, make sure to consider the resources like the time,
materials, space, support, number of employees involved and their
capabilities and the project/ company’s allotted budget.
Set expectations
Provide rules and standards to establish a line on what to expect on
them. This will also help the management ensure that each employee is
working truthfully and diligently. Common rules and standards that are
usually implemented include:
- Communication Process (frequent, honest and transparent
communication)
- Giving credits to one's value , encouraging and recognising each
contribution
- Handling conflict (constructively and in a fair process)
- Listening and respecting one’s decision and feedback
- Setting and providing detailed standards to ensure that everyone
contributes in attaining the goal.
Monitor and review
As the team works continuously in attaining the goal, you will need to
monitor and review the progress to assess what needs to be improved
and adjusted. This can also help in checking if the team is close to
attaining the goal. To monitor and review the progress, you may ask the
following questions: What have we achieved so far? What have we
learned? What isn’t working so well? How can we improve?
Celebrate and reward
Every accomplishment should be celebrated. In the end, the success of
attaining the goal would not be fulfilled if not for each member who has
given their best effort. Recognise and reward them for their contributions
and hardwork. Employees who are appreciated will continuously give
their best in doing their work. You may do this by sending a thank you or
appreciation letter. You may also announce their name/s and
contributions or achievements during a meeting.
Topic 4: Goal-Setting and Action Planning
As Individuals and as a Team
Setting Personal Goals
1. Formulate a vision. To do this, evaluate your performance and desires
then align these to what you want to achieve. Make this as your guide
to create a vision for yourself in the future (What do you want to be in
the future or where you want to be in the future?. It should be SMART.
2. Create a plan. When you already have your vision, you may then make
this as a basis to create specific actions to attain the goal. Specify the
terms and create a step by step process. Remember, it should still be
realistic and attainable.
3. Track your progress. As you follow your plan, you will then encounter
failures and aspects that need to be improved. Learn from it and apply
your insight to continue and improve your plans and provide better
practices in the future. Learning is a continuous process.
4. Always assess your plan. As you progress, go back to your plan and
evaluate if it is still relevant and aligned on the things you want to
achieve. If not, formulate another plan or make changes if necessary.
To attain and develop your personal goal, you may follow these:
o Practice time management
o Improve your emotional intelligence
o Practice resiliency
o Listen actively
o Be dedicated
o Make reading a habit
o Explore and learn new things
o Develop your public speaking skills
o Build a network, meet new people
Setting Team Goals
o Identify and understand the short-term and long-term goals of the
organization.
o Communicate with your team to formulate a specific strategy to attain
the goals.
o Always create SMART goals.
o Provide timelines in order to achieve the goals on time.
o Track the progress regularly. Update your team on the status of the
goal and evaluate on the lapses.
o Again, always review the goals to keep the team on track. Apply
necessary changes.
Topic 4: Goal-Setting and Action Planning
Setting Performance Expectations
Things to remember when setting performance expectations:
1. Emphasize objectives
2. Set expectations early or during their on-boarding session
3. Give employees a sense of accountability in every task/ work they do
4. Provide meaningful feedback, as possible
5. Motivate them to do their best
6. Make performance expectations SMART
According to Dr. Belinda Wee, the following are common workplace
performance expectations for different level of positions:
Position Level of Employee Performance Expectations
Senior-Level Manager or
Focus on departament performances
Executive
Manager or Supervisory Focus on unity and functional results
Position of the team
Professional or Technical
Focus on project-related performances
Position
Focus on assigned tasks and
Individual Contributor
contributions to the team
Major project member or Focus on the major projects/
Departamental Initiator departmental initiatives specifically
Topic 4: Goal-Setting and Action Planning
Performance Issues
The following are common performance issues in the workplace:
Topic 5: Supervising Team Performance
Supervising Team Performance
As a leader, one of your responsibilities will be to manage projects and
delegate tasks/responsibilities to your team members. Once you assign
tasks, the next task is to supervise your team's performance. Here's how.
Delegating Responsibilities
1. Determine individual strengths and weaknesses.
2. Identify the specific tasks that must be done.
3. Communicate and inform them regularly about the priorities, updates
and other concerns.
4. Let them be accountable to the tasks they are assigned with,
5. As much as possible, provide meetings or one-on-one talk to discuss
long term goals.
Monitoring Performance
Observe how your employees do their job. You may roam around the office or
just simply watch them afar. Make sure that it is not obvious and
intimidating. This will help you directly see the weaknesses/lapses and
strengths of the employee or the management flow.
Ask for an update. Check the performance status of your team every once in
a while. Communicate to them in groups or individually. This will help you be
updated on your team’s level in attaining the goal. It also helps in identifying
the things that need to be improved and the assistance that your team
needs.
Provide self monitoring tools. These tools may include project plans,
checklists, and activity logs. This helps you and your team to keep on track
on the task they are required to do.
Review the team's progress. Aside from asking for an update, it is essential
to evaluate the status of the tasks they are assigned. Reviewing the tasks
from time to time may reduce possible mistakes and helps in determining
the lapses/ mistakes early. This can also help on keeping each member on
track.
Gather feedback. In order to know if the tasks were performed effectively,
you must try asking a wider audience like the customers or co-workers. This
will verify your observation towards the performance of the employee. This
will also help you make a fair evaluation of their performance because it is
not one sided. Make sure this is done professionally and not for personal
reasons
Performance Coaching and Management
The following are tips you may consider when coaching and managing
performance:
o At the start, provide a clear understanding of their role in the team. You
may assess them and provide tasks that can develop their skills and
knowledge individually but can also contribute to the group as a
whole.
o Foster collaboration. Be open to new and different perspectives so that
your team can emulate your behavior. If they can accept different
views, they can easily understand everyone. They will eventually work
together with less conflict. Also, as a leader you have to always share
essential information and strategies to help the team.
o Understand the role and system of the organization. It is easier to work
and be able to attain the goal if you and your team understand the
roles, purpose and the processes/system of the organization.
o Be comfortable with ambiguity. As you go along the process your team
may find problems and difficulties with the plan you have established.
If this may occur, be open enough to embrace new ideas and accept
changes. Learn from your team and use it to guide them to provide a
better plan/strategy.
o Establish boundaries. Despite having to create a close bond with your
team and other people in the organization, it is still important to
establish boundaries. For this, people around you may not disregard
your authority. Similarly, respect and professionalism can still be
present every time you have to deal with them.
o Be patient. Let them adapt and learn at their own pace. Eventually,
they will apply what you have taught them and soon, you may see it in
their work and behavior.
Performance Criteria
Performance criteria are specific and measurable standards or benchmarks
used to evaluate an individual's or a team's performance in the workplace.
These criteria are established to assess how effectively an employee or a
group has met predetermined goals, objectives, or expectations within a
given timeframe. The purpose of performance criteria is to provide a clear
and objective basis for assessing performance, guiding individuals and teams
toward achieving desired outcomes, and facilitating fair and consistent
evaluations.
The employee exhibits understanding and mastery
of his/her role or work. This may also include that
Job Knowledge
he/she has achieved new skills/ knowledge or has
improved his/her knowledge/ skills.
The employee gives his/her best effort in
Efficiency and
accomplishing the assigned tasks on time and
Time
provides ways that maximize the available
Management
resources.
The employee shows acceptable to excellent
Quality of Work output. His/her work is accurate, neat and does not
require multiple revisions.
The employee demonstrates obedience (follow
Dependability
rules/standards) and independence (can work
and Decision
alone) when assigned to do certain tasks. He/she
Making
only requires minimal supervision.
The employee can easily adapt and learn new sets
Flexibility/
of skills and knowledge. He/she demonstrates
Adapting to
willingness to learn and do new tasks and shows a
Change
positive attitude towards change.
The employee shows willingness to collaborate with
his/her team/co-workers. He/she can cooperate and
Teamwork communicate well with his/her team/ co-workers.
He/she shows honest, polite, clear, and direct
communication towards others.
The employee follows the required work time/
Attendance schedule. As possible, he/ she is always present and
avoids tardiness or absences.
The employee takes ownership and accountability
for his/her work. He/she demonstrates initiative and
Ownership and
honesty in dealing with problems involving his/her
Compliance
work. He/ she gives effort in complying with the
assigned tasks.
Giving Feedback
Constructive Feedback
A statement that points to different work aspects that an employee needs to
improve. This is sometimes given when the employer needs to address the
lapses and mistakes of the employee. When giving this, an employer would
mostly offer a solution to correct the lapses/mistakes.
Positive Feedback
This is a form of recognition and praise to the good behavior or output of an
employee. The employer mostly gives positive feedback when the employee
shows good to excellent qualities of work or behavior.
In providing feedback, follow the steps below:
1. List the positive and constructive feedback that you have observed in
your employee. Remember to focus on his/her work performance and
professional behavior not on his/her personal behavior or life.
2. Jot down notes on the things you want to further explain to the
employee. This helps make the feedback clear and organized. The
notes can also serve as a guide to the flow of the discussion.
3. Schedule a meeting with the concerned employee. This should be done
individually. Setting a schedule helps the employee get ready for the
feedback he/she might receive.
4. Discuss the feedback to the concerned employee privately. After you
have given the feedback, give the employee space to share his/her
thoughts. Make sure to give solutions to every constructive feedback.
Avoid discussing irrelevant topics. Your goal is to address the lapses
and give recognition.
5. End the meeting with a positive conclusion. Let them know that their
work has a great contribution in the organization/company. This helps
them feel that they have still accomplished something despite all their
lapses/mistakes. This also encourages them to stay motivated in doing
their work. Remember to emphasize the good points and take note of
the important insights.
References
Five Types of Communication - Graduate College of Drexel University. (n.d.).
Graduate College of Drexel University.
https://drexel.edu/graduatecollege/professional-development/blog/2018/
July/Five-types-of-communication/
https://fieldguides.github.io/guide03/en/content/xhtml/chapter5.xhtml
A. (2022, January 12). Barriers to Effective Communication. BYJUS.
https://byjus.com/commerce/barriers-to-effective-communication/
Etiquette in the Workplace | Columbia CCE. (n.d.).
https://www.careereducation.columbia.edu/resources/etiquette-workplace
https://www.indeed.com/career-advice/career-development/communication-
problems
https://zencare.co/mental-health/communication-issues
10 tips for effective business writing. (2023, July 24). BDC.ca.
https://www.bdc.ca/en/articles-tools/entrepreneurial-skills/become-better-
communicator/10-tips-effective-business-writing
https://www.indeed.com/career-advice/career-development/business-writing-
tips
https://blog.gitnux.com/business-guides/effectively-run-a-coordination-
meeting/#:~:text=The%20main%20objective%20of%20a,of%20a%20project
%20or%20initiative.
https://ngocoordination.org/system/files/documents/resources/how-to-run-a-
coordination-meeting.pdf
David, B. B. J. P. L. (n.d.). Coordination Meeting.
https://patterns.sociocracy30.org/coordination-meeting.html
Toolbox Talks. (2021, March 10). Ai Group.
https://www.aigroup.com.au/resourcecentre/safety/toolbox-talks/#:~:text=A
%20Toolbox%20Talk%20is%20an,the%20organisation%20is%20minimising
%20risks.
Toolbox Talk Topics & Safety Meeting Ideas | SafetyCulture. (2023, December
27). SafetyCulture. https://safetyculture.com/topics/toolbox-topics/
Toolbox Talk Meetings: Ideas, Guide and Topics. (2023, April 1).
https://www.incidentreport.net/toolbox_talk_meeting/
Peer-To-Peer Learning in the Workplace (5 Benefits & Examples). (n.d.).
PushFar. https://www.pushfar.com/article/peer-to-peer-learning-in-the-
workplace-5-benefits-examples/#:~:text=Simply%20put%2C%20peer
%20learning%20is,a%20collaborative%20aspect%20to%20it.
Rosier, S. (2023, January 13). How to Lead a Discussion (with Pictures) -
wikiHow. wikiHow. https://www.wikihow.com/Lead-a-Discussion
6 Negotiation Skills All Professionals Can Benefit From. (2023, May 11).
Business Insights Blog. https://online.hbs.edu/blog/post/negotiation-skills
4 Steps of the Negotiation Process | HBS Online. (2023, May 4). Business
Insights Blog. https://online.hbs.edu/blog/post/steps-of-negotiation
https://www.indeed.com/career-advice/finding-a-job/job-requirements
https://www.laccd.edu/Departments/PersonnelCommission/Documents/
EmployeeBulletins/08.17%20How%20to%20Present%20Information
%20Effectively%20at%20Work%20-%20Employee.pdf
Bika, N. (2023, September 26). The 5 company policies you need to have
in writing. Recruiting Resources: How to Recruit and Hire Better.
https://resources.workable.com/tutorial/the-5-company-policies-you-need-to-
have-in-writing
Benefits of Shift Rostering & How To Optimize Shift Management Effectively.
(2023, November 30). Time & Attendance for Contractual and Distributed
Staff. https://truein.com/shift-rostering/#:~:text=What%20is%20shift
%20rostering%3F,timing%2C%20location%2C%20and%20responsibilities.
Crocker, M. (2022, August 12). Which Are Better: Individual or Team Goals? -
LivePlan. LivePlan Blog. https://www.liveplan.com/blog/which-are-better-
individual-or-team-goals/
Setting Team Goals: 7 Tips For Success, Plus 15 Examples. (n.d.).
https://www.bondcollective.com/blog/team-goals/
https://centerontransition.org/resources/publications/download.cfm?
id=74#:~:text=A%20goal%20is%20not%20a,a%20goal%20and%20a
%20dream.&text=Breaking%20goals%20down%20into%20smaller,make
%20them%20easier%20to%20achieve.&text=Allow%20yourself%20a
%20little%20extra,longer%20to%20complete%20than%20expected.
LIST OF PERFORMANCE ISSUES (Print and retain for your use.). (n.d.).
https://www2.montgomeryschoolsmd.org/siteassets/district/departments/
eap/suptrain/doc03/02doc03d.htm
Handling Performance Issues With Grace | Monster.com. (2021, November 9).
Monster.com.
https://hiring.monster.com/resources/workforce-management/employee-
performance/performance-issues/
Dagher, K. (2024, February 8). Defining Team Roles And Responsibilities:
Benefits & Tips. Fellow.app. https://fellow.app/blog/productivity/how-to-
effectively-define-team-roles-and-responsibilities/
https://www.indeed.com/recruitment/c/info/feedback-for-employees
https://hr.tsu.edu/wp-content/uploads/2015/08/EMPLOYEE-PERFORMANCE-
CRITERIA.pdf
Tulgan, B. (2022, February 28). Is the Work Getting Done? Five Ways to
Monitor Employee Performance. RainmakerThinking.
https://rainmakerthinking.com/is-the-work-getting-done-five-ways-to-monitor-
employee-performance/
Staff, L. E. (2023, September 6). The Dynamics of Team Coaching. CCL.
https://www.ccl.org/articles/leading-effectively-articles/the-dynamics-of-team-
coaching/
