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

Organizational Skills

William Martin

(Based on presentation by)Harishwaran ‘Hari’ Hariharan

August 29th 2010

April 20, 2023 Slide 2

Outline

• Actual Organizational Skills

– Physical

– Electronic

– Data security

• Management

– Different type of leaderships

– Appropriate leadership style

• Negotiation

– Various points to ponder


Physical Organizational Skills

• State of desk/workspace

• Backpack/messenger bag/briefcase

• Folders/Binders

• Car

• Home

Random internet clipart

(courtesy gifted homeschoolers forum)


Electronic Organizational Skills

• Logical File Structures

• Centralization of data

• Messy Desktop

• Archiving

This is bad

(from Deviant Art – by Ruth Ortiz)




• Backpack/messenger bag/briefcase

• Folders/Binders

• Car

• Home





• Messy Desktop -

• Archiving

This is bad

(from Deviant Art – by Ruth Ortiz)


Electronic Organization Skills



• Messy Desktop

• Archiving– Date Stamped .zip files

– Dropbox, SugarSync, etc.

– Github?

– SVN?


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?


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)


Outline


– Physical

– Electronic

– Data security

• Management



• Negotiation



Leaders versus Managers

• Managers have legitimate orpositional 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


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


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


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



• 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



• 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


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


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.


Outline


– Physical

– Electronic

– Data security

• Management



• Negotiation



Negotiation Skills


Negotiation Skills

• Definition

• Goals

• Trading

• The relationship

• Power

• The consequences


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


Negotiation Skills

• Definition

– Negotiating helps people reach decisions jointly “in a civilized

way”


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


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?


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?


Negotiation Skills

• More Negotiation Tactics and Advice


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)

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

Documents

data backup

sautocratic leaders

data losscloud

postfor leaders

commentsdemocratic leaders

whitestudied boys

physical location

badfrom deviant art