8 essential management tools to become a top manager
There are a multitude of management tools with different objectives, linked to organisation, 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 project management tools.
At a glance, it provides a clear overview of the progress of tasks, indicating the duration, start date and end date of each task.
This diagram shows :
- the tasks on the y-axis of the table ;
- the units of time (days, weeks, months) chosen to sequence the project on the x-axis.
The Gantt chart was created in response to various project management issues. Its easy-to-understand visual elements make it an indispensable project management tool.
Here is an example of a Gantt chart:
Looking for an easy-to-use tool for creating Gantt charts?
Use monday.com to 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 diary, or shared calendar, is a collaborative tool that lets you plan your meetings and view those of your colleagues.
This diary will be extremely useful for :
- reducing the number of emails exchanged
- view your colleagues' availability
- check and avoid missing meetings;
- keeping track of your employees' schedules;
- in short, save time and increase productivity.
Software available free of charge, such as Outlook, Google Calendar or Microsoft Teams, is used by the vast majority of companies to plan their meetings.
No-one can do without a shared diary!
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. Mapping the players
Stakeholder mapping is a good 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 situate the players involved in a situation you want to analyse.
There are generally 4 types of stakeholder:
- Allies: to be fully integrated into the project. They are your ambassadors.
- Waiters: to be motivated and encouraged to work better.
- Sceptics: to reassure in order to allay any concerns.
- Hostiles: reduce their influence without spending too much time or energy on it.
This is the mapping style you can use:
The aim is to get an overview of the commitment of each employee so that you can decide where to focus your efforts. There's no point in trying to convince all the naysayers, instead rely on your ambassadors to get the sceptics 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 quote is the basis of active listening, which consists more precisely in wanting to understand the other person, and to show it to him.
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 that 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 when to use active listening?
There's no one-size-fits-all situation, so try to practise active listening regularly, when an employee encounters a difficulty, in meetings, and all the more so if you're the manager of 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 :
- steering the company's activity
- visualising results
- helping you to make decisions and take 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 colours and graphics to make your dashboard easier to read.
☝ Tip : build a history to keep track of previous situations and be able to make comparisons.
6. The 5, 10, 15, 30 method
Rémi Juët, the founder of the 5, 10, 15, 30 method, indicates the amount of time you should spend one-to-one with your staff, i.e. at 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 tool for managers 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. Certain management tools can address this aspect. The DISC tool is a good method for improving internal communication.
Its aim is to adapt your message to the behaviour of the person you are talking to.
The DISC tool identifies 4 types of behaviour to remember. Each type has specific psychological needs and values.
- Dominant: overflowing with energy, focused on action and always on the move. They are also independent and demanding. They are motivated by performance and responsibility.
- Influential: They value good personal relationships and enjoy being in the company of others. They are also enthusiastic and demonstrative. Their sources of motivation are challenge and novelty.
- Stable: They value consistency in their lives and may fight for a cause with obstinacy. They are also caring and cooperative. They are motivated by 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 between styles, recognise 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 organising resources within time and budget constraints. Some project management software tools include Gantt charts, dashboards and the shared diary mentioned above.
Teamleader, for example, helps you complete your projects on time and on budget.
The tool has a host of features to help you manage your projects:
- Deadlines and tasks: allocation, notifications, templates, etc. ;
- Overall view of performance: people, deadlines, budget;
- Time tracking: hourly rates, reports, invoices, etc. ;
- External access: consultants and customers.
As a manager, you'll appreciate the many possibilities offered by this tool. With its collaborative and automated features, 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 manage projects more effectively, improve relations with your teams or optimise your organisation.
We've looked 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