1. Organizational Skills William Martin (Based on presentation by) Harishwaran ‘Hari’ Hariharan August 29 th 2010

2. October 27, 2015 Slide 2 Outline Actual Organizational Skills –Physical –Electronic –Data security Management –Different type of leaderships –Appropriate leadership style Negotiation –Various points to ponder

3. October 27, 2015 Slide 3 Physical Organizational Skills State of desk/workspace Backpack/messenger bag/briefcase Folders/Binders Car Home Random internet clipart (courtesy gifted homeschoolers forum)

4. October 27, 2015 Slide 4 Electronic Organizational Skills Logical File Structures Centralization of data Messy Desktop Archiving This is bad (from Deviant Art – by Ruth Ortiz)

5. October 27, 2015 Slide 5 Electronic Organizational Skills Centralization of data Backpack/messenger bag/briefcase Folders/Binders Car Home

6. October 27, 2015 Slide 6 Electronic Organizational Skills Logical File Structures Centralization of data Messy Desktop - Archiving This is bad (from Deviant Art – by Ruth Ortiz)

7. October 27, 2015 Slide 7 Electronic Organization Skills Logical File Structures Centralization of data Messy Desktop Archiving –Date Stamped.zip files –Dropbox, SugarSync, etc. –Github? –SVN?

8. October 27, 2015 Slide 8 Data Security - Organizational Skills Computer failure –Matter of when, not if –Inability to recover data a definite possibility How to prevent data loss –External hard drive Pros –Can function as both data back-up and extra storage –Relatively low, one time cost –Can store enormous amounts of data Cons –Must actively back-up files –No way to know if external hard drive has crashed –Usually in same physical location as computer »Fire? Flood? Robbery? Local Zombie Apocalypse?

9. October 27, 2015 Slide 9 Data Security - Organizational Skills How to prevent data loss –Cloud Back-up Pros –Passive, regularly scheduled back-ups –Generally unlimited storage –Versioning –Access files from any computer or mobile device –Not in same physical location as computer Cons –Can be very expensive –Data is in “someone else’s hands” (security) –CPU/bandwidth usage –What if server farm catches fire? –Ideal – do both (cloud backup and external)

10. October 27, 2015 Slide 10 Outline Actual Organizational Skills –Physical –Electronic –Data security Management –Different type of leaderships –Appropriate leadership style Negotiation –Various points to ponder

11. October 27, 2015 Slide 11 Leaders versus Managers Managers have legitimate or positional power as a result of their post For leaders, the source of their ability to influence others comes from their expertise or from their personality Possible to be a leader without being a manager Also, possible to be a manager with no leadership skills Typically, though, the best managers are also leaders

12. October 27, 2015 Slide 12 Lewin, Lippitt, and White Studied boys in arts and crafts clubs led by adults (1930s) Autocratic leaders –Leaders dictated what sorts of models they would make –They sometimes praised or blamed them but did not explain their comments Democratic leaders –They discussed various possible projects and allowed the boys to make their own decisions (built consensus) –They explained their comments Laissez-faire (free reign) leaders –They left the boys very much to their own devices –They did not become involved and generally participated little in the group's activities

13. October 27, 2015 Slide 13 Lewin, Lippitt, and White Studied boys in arts and crafts clubs led by adults (1930s) Autocratic leaders –Leaders dictated what sorts of models they would make –They sometimes praised or blamed them but did not explain their comments Democratic leaders –They discussed various possible projects and allowed the boys to make their own decisions (built consensus) –They explained their comments Laissez-faire (free reign) leaders –They left the boys very much to their own devices –They did not become involved and generally participated little in the group's activities

14. October 27, 2015 Slide 14 Lewin et al. Findings Those under Autocratic (Task centered) leaders –Aggressive towards each other –Submissive to leader –Two types of members Aggressive: members become rebellious Apathetic: Place fewer demands on the leader and less critical of leader –Higher productivity than other groups –Lower quality of products

15. October 27, 2015 Slide 15 Lewin et al. Findings Those under Democratic (Person centered) leaders –Got along well with each other (high morale) –Approaches to leader were task related –Accomplish less work than autocratic (moderate productivity) –When group leader leaves, group continues to be productive independently –Fair amount of originality –Higher quality

16. October 27, 2015 Slide 16 Lewin et al. Findings Those under Laissez-faire (free reign) leaders –Worst groups of all –Aggressive towards each other –Very little work done –Low productivity –Little cooperation and place great demands on leader –Show little ability to work independently

17. October 27, 2015 Slide 17 Fiedler’s Contingency Model Task oriented is most effective when –Relations are good –Task is highly structured –Leader has substantial power and authority –Or the exact opposite of the above conditions People oriented (relations approach) is most effective when –Relations are only moderately good –Leader has a degree of power and authority In general, best managers are those that place –High concern for people –AND high concern for task http://www.nwlink.com/~donclark/leader/leadstl.html

18. October 27, 2015 Slide 18 Appropriate Leadership Style Factory employee who is new to the job Laundry worker who sorts laundry Three long-time receptionists ask for same day off for legitimate reasons Employees are receiving CPR training A programmer refuses to follow the company’s coding policies District salesperson who spends most of the year on the road Autocratic Bureaucratic Democratic Bureaucratic Autocratic Laissez-faire The employee is new and needs to learn what to do Employee is performing a routine task over and over Employees are used to working together and can help solve the problem Safety or security training must be done the same way each time Employee is challenging the manager’s power Employee is able to perform work w/o supervision Bureaucratic – Management “by the book.” This manager is really more of a police officer than a leader. He or she enforces the rules.

19. October 27, 2015 Slide 19 Outline Actual Organizational Skills –Physical –Electronic –Data security Management –Different type of leaderships –Appropriate leadership style Negotiation –Various points to ponder

20. October 27, 2015 Slide 20 Negotiation Skills

21. October 27, 2015 Slide 21 Negotiation Skills Definition Goals Trading The relationship Power The consequences

22. October 27, 2015 Slide 22 Negotiation Skills Definition –Negotiating helps people reach decisions jointly “in a civilized way” Goals –What do you want to get out of the negotiation? –What do you expect the other person to want? Trading –What do you and the other person have that you can trade? –What might you each be prepared to give away? www.mindtools.com

23. October 27, 2015 Slide 23 Negotiation Skills Definition –Negotiating helps people reach decisions jointly “in a civilized way”

24. October 27, 2015 Slide 24 Negotiation Skills The relationship –What is the history of the relationship? –Could or should this history impact the negotiation? –Will there be any hidden issues that may influence the negotiation? –What has the outcome been in the past, and what precedents have been set? www.mindtools.com

25. October 27, 2015 Slide 25 Negotiation Skills Power –Who has what power in the relationship? –Who controls resources? –Who stands to lose the most if agreement isn’t reached? –What power does the other person have to deliver what you hope for?

26. October 27, 2015 Slide 26 Negotiation Skills The consequences –What are the consequences for you of winning or losing this negotiation? –What are the consequences for the other person? –If you don’t agree, what alternatives do you have? –How much does it matter if you do not reach agreement? –Does failure to reach an agreement cut out future opportunities?

27. October 27, 2015 Slide 27 Negotiation Skills More Negotiation Tactics and Advice

28. October 27, 2015 Slide 28 Homework 1 Consider each of these statements below –Think of a time when you, or a leader over you, used the Authoritarian (autocratic) style of leadership Participative (democratic) style of leadership “By the book” (bureaucratic) style of leadership Delegative (free reign) style of leadership Write some comments about each statement –Did it work? Could a different style have worked better? –How did the employees feel about the decision? –Did everyone learn from that style and what did they learn? –Which style is easiest to use, and why? –Which style do you prefer the leaders over you to use, and why? Post your write up on your webpage (~one page)