Building a Productive Team One Person at a Time was delivered by Gary Wheeler at the Greater Atlanta Medical Managers Association (GAMMA) Chapter Meeting on October 11, 2013. The presentation focuses on communication and building interpersonal relationships with team members using the concept of Talk, Listen and Commit, a signature program of Gary Wheeler at The Virtual HR Director, LLC
3. GoogleSearch
• What comes up when you type in GAMMA?
• The 3rd letter of the Greek Alphabet
Trivia question
• How many letters in the Greek Alphabet?
• 24
• Can anyone recite the Greek Alphabet?
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4. MedicalGroupManagementAssociation
• Who was the founder of MGMA?
• Harry J. Harwick
• Where did he go to work?
• MAYO Clinic
• What year?
• 1908
• When was the first MGMA conference?
• 1926
• What year did GAMMA begin?
• 1984
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5.
6. • Are you a manager or a leader on the job?
• Manage to accomplish tasks
• Lead to achieve goals
• In your role, you have to do both
• Leaders build teams
Building Your Team
7. Objectives
• Building a Team Through
• Communication
• Relationships
• Team Opportunities
• What Does a Team Look Like?
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9. • Greet your team daily with enthusiasm
• Conduct a 3-minute daily meeting
• Meet face-to-face to ask questions (v. email)
• Mix small talk in with your conversations
• Hold weekly meetings with team
• Hold monthly staff meetings with team
Daily Communication
11. Employees respect leaders who are respectful and honest
• Address the situation the first time
• Maintain and enhance self-esteem
• Communicate openly and honestly
• Speak from the heart
• Listen and respond with empathy
• Ask for help in solving the problem
• Communicate, communicate, communicate
Correcting Behavior
12. Employees respect leaders who are fair and listen
• Talk with and note the conversation
• Talk with, write up, signed
• Talk with, write up, signed
• Talk with, write up, signed, one-day suspension
• Talk with, write up, signed final warning
• Talk with, write up, signed termination
ProgressiveDiscipline
13. Correct behavior based on individual and situation
• Stay away from pre designed forms and templates
• Handwritten documentation
• Typed documentation
• Does not have to be fancy
• Correct within an appropriate time frame
Discipline
14. Correct behavior based on individual and situation
• Don’t make it personal
• Talk with individuals respectfully
• Shake hands afterwards
• Encourage the person and let them know you believe
• Use the Columbo approach
Discipline
15. Logistics and Approach
• Choose the setting
• Later (preferred) or immediate (illegal/safety)
• Indirect (coaching preferred) or direct (tell)
• Private (1 or 2) v. public (group)
• What is the issue
• Who is impacted
• Customers/Patients
• Doctors/Co-workers
• Me
• What is the best resolution
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16. 4 C’s of Communication
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Communicate
Constructive
Conflict
Courage
Commitment
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18. Talk, Listen and Commit
• Leadership tool to build productive relationships
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19. Communication
• Talk, Listen and Commit
• Employee talks
• Manager listens
• We commit to work
together
• Keys to Positive
Communication
• Maintain and
enhance self-esteem
• Listen and respond with
empathy
• Ask for help in solving the
problem
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20. Planning the Talk
• Notify the employee in advance
• Choose a private place free of distractions
• Allow 15 to 30-minutes
• Plan to take notes
• Be prepared to follow up promptly after the talk
21. During the Talk
• Greet your employee professionally
• Set the person at ease with small talk
• Review the purpose of the discussion
• Ask permission to take notes
• Ask open ended questions
• Ask for help in solving problems
• Let the employee know when you will follow up
22. Follow Up
• The most important part of the discussion is to follow
up on issues, questions and concerns
• Send a thank you note
23. Summary
• Talk, Listen and Commit is a leadership tool
• Brand the talk as talk, listen and commit or TLC
• Conduct at least two TLC’s per year
• The key is to listen
• The most important element is to follow up
• Your people should be able to come to you with any
situation (performance, relationships)
• Never get upset
24. Summary cont.
• Ask for help in solving the challenge, problem, issue,
question or concern
• TLC can be used to proactively correct behavior
• People work for their manager
• Conduct informal TLC’s to build relationships
• Relationships drive results/success
• Our primary goal is to get our people to come to us
• BUILD A TEAM ONE PERSON AT A TIME
25. • Know the names of spouses and kids
• Know staff hobbies, interests and accomplsihments
• Know if employee is a public or private person
• Understand what the motivation climate is for your
employees
Relationship Building
26. • Send a birthday card through the mail signed by the
doctors and staff
• Send holiday cards through mail and email
• Desk side chats
• 3 by 5 card thank you
• Spontaneous thank you letter mailed to home
• Coffee meeting
• Gift certificate to Massage Envy
• Starbucks Coffee gift card
Relationship Ideas
28. • Monthly birthday and company anniversary celebrations
• Favorite candy bar
• Ice cream break
• After work happy hour
• Picnic
• Backyard cookout
• Bowling tournament
• Baseball game
• Other ideas
Team Relationship Ideas
30. Definition of a team
• A small number of people with complementary skills who
are committed to a common purpose and who are
working interdependently to achieve specific
performance goals using an approach for which they
hold themselves mutually accountable
31. Successfulteam Characteristics
• Commitment to a common goal
• Clear roles and work assignments
• Respect for each other
• Full participation
• Conflict management
• Mutual accountability
• Honest communication
• Active listening
• Appreciation for each other
• Trustworthiness
• Willingness to share
32. Stages of Team Performance
• Forming
• Storming
• Norming
• Performing
• Adjourning
34. Storming
• Team members may clash with and confront each other
on all aspects of the project
• Team members begin to assess their commitment to the
project and their attitude toward other team members
• Team members begin to refine their pattern of
interaction; some choose to withdraw
• Morale may go from high to low
35. Norming
• Team members cooperate and collaborate with each
other
• The team begins to form a group identity; members
appreciate each other and are committed to the project
• Team members begin to open up to each other and
freely exchange ideas and thoughts
• Team members work toward mutually agreed upon goals
• Team members interact according to what has been
established and accepted by the team
36. Performing
• Team structure, goals and responsibilities are firmly
established
• Team members work consistently to accomplish project
tasks
• Team maintains effectiveness, either by continuing to
learn and develop or by maintaining a routine
37. SuccessfulTeams
• Document and review team guidelines
• Update guidelines as needed
• Outline individual expectations
• Hold each other accountable
• Open and honest communication
• Respect others
• Agree to disagree
• Platinum rule:
• Treat others as they would like to be treated
39. •Your Virtual HR Manager
•$500 Per Year
Annual Membership Program
40. • Unlimited phone calls or emails to review employee issues,
questions or concerns
• Employee performance issues
• HR compliance issues
• Contractor v. employee
• Exempt v. non-exempt
• Recruiting and retention challenges
• EEO & harassment complaints
• Safety challenges
Unlimited Calls or Emails
41. • Customized employee handbook
• HR Compliance Risk Audit
• Resources to mitigate HR Risks
• Customized employee application
• Essential employment forms
• I-9 Training
• Reference Request form
• New Employee Orientation Power Point Template
OtherBenefits
42. • Hazardous Communication Training Power Point
• OSHA Forms (301, 300, 300A) Training
• Online Sexual Harassment Training Video
• Online Training on How to Communicate and Document
Discipline
• 8 Job descriptions
• 8 Performance evaluations linked to business profitability
• Monthly newsletter
• Weekly video or best practices
• Stay current on HR litigation
OtherBenefits cont.
43. Gary Wheeler
The Virtual HR Director, LLC
678-997-0017
gary@thevirtualhrdirector.com
http://www.thevirtualhrdirector.com
Thank You