8 essential management tools to become a top manager
There are a multitude of management tools with different objectives, linked to organization, communication and collaboration.
As a manager, it's useful to get to know these tools, try them out and then create your own toolbox.
But how do you find your way through this jungle of information and misinformation?
Don't worry, we've put together a short list of essential management tools for you!
1. The Gantt chart
The Gantt chart is one of the best-known management tools, and more specifically, one of the best-known project management tools.
At a glance, it provides a clear overview of task progress, indicating the duration, start date and end date of each task.
This diagram shows :
- tasks on the ordinate of the chart ;
- the time units (days, weeks, months) chosen to sequence the project on the horizontal axis.
The Gantt chart was created in response to a variety of project management issues. Its easy-to-understand visual elements make it an indispensable project management tool.
Here's an example of a Gantt chart:
Looking for an easy-to-use tool for creating Gantt charts?
With monday.com, you can plan your projects, assign tasks to your teams and track their progress in real time. The intuitive interface lets you create Gantt charts in just a few clicks, making it easy to manage deadlines and resources. What's more, monday.com's collaborative features ensure smooth communication between team members, improving coordination and overall project efficiency!
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2. The shared calendar
The shared agenda, or shared calendar, is a collaborative tool that lets you plan your meetings and view those of your colleagues.
This agenda will be extremely useful for :
- reduce e-mail exchanges;
- view your colleagues' availability;
- check and avoid missing meetings;
- keep track of your employees' schedules;
- in short, save time and boost productivity.
Free software such as Outlook, Google Calendar or Microsoft Teams are used by the vast majority of companies to plan their meetings.
No one can do without a shared agenda!
And don't forget that these solutions are often part of complete software suites, such as Google Workspace, which go beyond the simple agenda, with instant messaging (Google Chat), a videoconferencing tool (Google Meet), an office suite (Google Docs, Sheets and Slides)... in short, interconnected collaborative tools to boost your productivity!
3. Stakeholder mapping
Stakeholder mapping is a great tool for assessing the pros and cons within your team. The principle is simple: all you have to do is draw 2 axes (for/against, passive/active) and locate the actors concerned by a situation you wish to analyze.
We generally obtain 4 types of actor:
- Allies: to be fully integrated into the project. They are your ambassadors.
- Waiters: to be motivated and encouraged to work harder.
- Skeptics: to reassure and remove all concerns.
- Hostiles: reduce their influence without spending too much time and energy on it.
Here's the mapping style you can use:
The aim is to get a synthetic view of each employee's commitment, so you can conclude where to position your efforts. There's no point in trying to convince all the naysayers; instead, lean on your ambassadors to get the skeptics to become waiters and then why not allies!
☝ " A third of positive forces is enough to win people over," said Paul Devaux.
4. Active listening
The principle of active listening is not new: Confucius said " If man has two ears and one mouth, it is to listen twice as much as he speaks ".
This quotation is the basis of active listening, which consists more precisely in wanting to understand the other person, and to show it to him or her.
The process can be divided into 4 stages:
- Listening: let the other person speak and listen carefully to what they have to say. Create empathy and show you care.
- Clarification: ask for clarification on things that seem unclear, by asking open-ended questions.
- Investigation: dig deeper into your colleague's thoughts to really understand the problem.
- Rephrasing: rephrase what they're saying to make sure you're on the same wavelength.
☝ Wondering in what situations to use active listening?
There's no one-size-fits-all situation, so try to practice active listening regularly, when an employee encounters a difficulty, in meetings, and all the more so if you're managing a project team.
5. The dashboard
The dashboard is also one of the key tools you can use to monitor your team's performance. It is useful for :
- monitoring company activity,
- visualizing results,
- decision support for corrective action.
In terms of content, the dashboard should contain a maximum of 10 to 15 indicators, to avoid information overload and counter-productivity.
In terms of form, it's best to use colors and graphics to make your dashboard easier to read.
☝ Tip : build up a history to keep track of previous situations and make comparisons.
6. The 5, 10, 15, 30 method
Rémi Juët, the founder of the 5, 10, 15, 30 method, indicates the amount of one-on-one time you'd be well advised to give your staff, i.e., at the very least:
- 5 minutes a day,
- 10 minutes a week,
- 15 minutes per month,
- 30 minutes per quarter.
The aim of this method is to encourage, support and debrief all your employees.
Giving your employees a little time can be a good way of establishing a framework and reassuring your teams.
7. The SMART method
The SMART method is a well-known managerial tool for formulating and achieving objectives.
Whether in management, HR or marketing, the elements defined by SMART objectives apply in the same way.
A picture is worth a thousand words (Confucius again):
8. The DISC tool
Communication is essential to the successful management of your teams. A number of management tools can address this aspect. The DISC tool is a good method for improving internal communication.
Its aim: to adapt your message to the behavior of the person you're talking to.
The DISC tool identifies 4 types of behavior to remember. Each type has specific psychological needs and values.
- Dominant: overflowing with energy, action-oriented and always on the move. They are also independent and demanding. They are motivated by performance and responsibility.
- Influential: He's concerned with good personal relationships and enjoys being in the company of others. He is also enthusiastic and demonstrative. His sources of motivation are challenge and novelty.
- Stable: he appreciates consistency in his life and can fight for a cause with obstinacy. He is also thoughtful and cooperative. His sources of motivation are teamwork and dialogue.
- Conformist: they think before they act and can be perceived as cold and indifferent. They are also reserved and cautious. His sources of motivation are experience and knowledge.
☝ As a manager, your role is to distinguish styles, recognize them for each employee and adapt your communication to each person's style.
What if software could help you manage better?
Software can also help you in your role as manager.
Project management tools are a good way of planning missions and tasks for a given project, and organizing resources within time and budget constraints. Some project management software tools include Gantt charts, dashboards and the shared diary mentioned above.
For example, Teamleader helps you complete your projects on time and on budget.
The tool offers a host of features to help you manage your projects:
- Deadlines and tasks: allocation, notifications, templates, etc. ;
- Global view of performance: collaborators, deadlines, budget;
- Time tracking: hourly rates, reports, invoices, etc. ;
- External access: consultants and customers.
As a manager, you'll appreciate the multiple possibilities offered by the tool. With its collaborative and automated functions, it fully integrates your teams into a shared calendar!
Teamleader
Management tools in a nutshell
There are a multitude of management tools available, whether to help you better manage projects, improve relations with your teams or optimize your organization.
We've taken a look at the main management tools, the ones you need to manage your teams well.
You don't have to use them all - it's up to you to build your own manager's toolbox!
Article translated from French