CHAPTER 3 Leadership & Supervision Flashcards
_____ is critical in emergency situations where personal risks are high, and hazardous conditions can change rapidly. In nonemergency operations & during daily work activities, ______ is essential for using resources efficiently and ensuring a safe and healthy environment.
Leadership Leadership
_____ has been called a trait, a behavior, a skill, a talent, a characteristic, a science, and an art.
Leadership
Effective Leaders:
Empower others and enable them to act Plan for success Build Trust Understand the system Inspire a shared vision Recognize challenges Model desired behavior Encourage subordinates Establish priorities
1st priority is - 2nd priority is - 3rd priority is -
- Emergency response
- Pre-emergency readiness through training, planning, and maintenance
- Administration - including facility maintenance and documentation
Leadership skills can be addressed and assessed through: 4
- Self assessments 2. Mentor feedback 3. 360-degree feedback evaluations 4. Annual/supervisory reviews
In 1939, Kurt Lewin indentified what 3 leadership styles based on decision-making
Autocratic Democratic Laissez-faire
What are the 2 other Leadership styles identified by Burns, 1978 & Bass, 1985
Transformational Transactional
This leadership style provides clear directions of what, how, and when tasks will be performed. Followers provide little or no input into decisions; Orders flow from the top down, and compliance is accomplished through rules, regs, and punishment for non-compliance
Autocratic
This leadership style Leaders solicit input from their followers before making decisions. Sometimes called participative leadership, this style requires followers to participate in the process and be held accountable for the task delegated to them
Democratic
This leadership style Leaders do no make decisions or avoid making them. Followers are left to make decisions and solve problems for themselves. Leaders typically have very little authority in their organizations, although this style may be appropriate in situations where followers are highly skilled and self-motivated
Laissez-faire
Leadership style in which organizational change is accomplished by followers commitment to the leaders vision & inspirational
Transformational
Leadership style sometimes called managerial leadership, this style enforces compliance through rewards & punishments. This style seeks to maintain consistency and is most effective in situations where performance needs to be standardized and consistent
Transactional
Leaders can take the following 8 steps to develop a Command Presence:
Step 1: Determine what the situation is
Step 2: Know what resources are available to apply to the situation
Step 3: Develop the strategy & tactics required to resolve the situation
Step 4: Listen to all points of view, when appropriate
Step 5: Make the decision
Step 6: Implement the decision
Step 7: Evaluate the decision and modify as necessary
Step 8: Take responsibility for the decision
_____ is a system of morale principles. These principles define what is correct & proper behavior for the members of a society
Ethics
_____ _____ determine what an individual believes about morality and right & wrong
Personal Ethics
Ethics: 3-Step Check:
Step 1: Is it legal?
Step 2: Is it fair to all concerned
Step 3: How will it make me feel about myself
Lying is a common form of unethical behavior. Lying, like most forms of unethical conduct, is about immediate gratification in what 4 areas:
Basic needs Affiliation Self-esteem Self-gratification
_____ _____ is a critical variable influencing career success, personal achievement, & life satisfaction
Emotional Intelligence (EI)
What are some of the skills that contribute to an individual’s over-all level of emotional intelligence:
4
- Leadership skills (social awareness, empathy, decision making)
- Self-management skills (time management, drive strength, & commitment ethic)
- Intrapersonal skills (self-esteem & stress management)
- Interpersonal skills (assertion, anger management, & anxiety management)
Humans have both an _____ mind, that reacts very quickly w/ behaviors based on experience, and a ______ mind, which acts more slowly and is more systematic. Because reactive or impulsive behavior is SELF-DEFEATING in the workplace, especially for the officer must balance emotional & cognitive parts of their minds before reacting, especially in a stressfull situation
Emotional
Cognitive
What is ELS
What are the 5 steps involved in the ELS process?
- Developed by Darwin Nelson & Gary Low @ Texas A&M University
- Is an education & skills based approach to developing specific skills, behaviors, & attitudes
- Steps Involved:
- Self-Assessment: EXPLORE
- Self-Awareness: IDENTIFY
- Self knowledge: UNDERSTAND
- Self-Developement: LEARN
- Self-Improvement: APPLY & MATCH
What are the 3 parts to assertive communication that can help you maintain your rights as a person while also respecting another persons rights:
1st: use the first person singular: “I feel, I believe, I think”
2nd: describe what you think or feel about a particular situation: “I feel frustrated when the equipment is not returned to its proper place on the truck”
3rd: express what you would like to have happen: “I feel frustrated when the equipment is not returned to its proper place on the truck, so i would like to discuss the reasons that it is critical that we always know where to find equipment and that is always maintained & ready to use”
EI skills that contribute to effective leadership are:
- Social awareness
- empathy
- decision-making
- positive influence
- Requires knowing your own interpersonal skills, others interpersonal skills, and being able to accomplish task effectively.
EI skills related to self management include:
Time management
Drive strength
Commitment ethic
_____ is an emotional skill that is especially useful for communication under stressful situations
Assertion
Individuals w/ a fully developed commitment ethic demonstrate the following traits:
Internal pride & satisfaction
Outward dependability
Self-motivation
Persistence, regardless of the challenges they encounter
Breaking the emotional reactivity habit is paramount. EI skills can be developed in different ways depending on your preferred learning style, but must be ACTIVE, INTENTIONAL, & SELF-DIRECTED:
3
- Self-directed coaching, which includes setting high goals, developing a plan to attain them, and the intentional directing your efforts
- Guided emotional mentoring, which involves observing and modeling what you see happening w/ your own mentors
- Active imagination, which involves use of positive imagery
_____ - Includes the process of directing, overseeing, and controlliing the activities of other individuals
______ - Refers to the administration & control of projects, programs, situations, or organizations.
Supervision
Management
IAFC divides fire officer ranks into 4 levels in its Professional Developement Model:
Level I -
Level II -
Level III -
Level IV -
- Level I - Supervising fire officer (all company officers)
- Level II - Managing fire officer (battalion, district, and assistant chiefs)
- Level III - Administrative fire officer (admin chiefs in charge of divisions or bureaus within the dept)
- Level IV - Executive fire officer (chief of dept)
If faced w/ a subordinate who will only respond to strict authority, an officer may have to “I am the officer in charge of this company”. This ______ approach should only be used in the most EXTREME situations and as a LAST resort
Authoritative
First line supervisor should categorize activities into what 3 priority levels?
Emergency Response
Preparation for emergency response
Organizational duties
This priority level includes:
- conducting training & drills as a team
- ensure readiness of PPE, apparatus, & tools
- develope pre-incident plans for occupancies & hazards
Emergency Response
This level of priority includes the following activities:
- Being technically & tactically proficient & ensure that unit members are physically and mentally prepared to respond to emergency situations during their work shift
Preparation for emergency response
This level of priority includes the following activities:
Thoroughly and efficiently complete reports and records, station maintenance, & other administrative duties
Organizational Duties
What does the SMART Acronym stand for and what is it used for?
- S - Specific
- M - Measureable
- A - Action oriented
- R - Relevant
- T - Time sensitive
- Assists a company officer in managing & leading a crew
The S in the SMART acroynm stands for what?
Specific - Provide a precise description of what must be accomplished
The M in the SMART acroynm stands for what?
Measurable - Ensure that progress toward the end goal can be determined
The A in the SMART acroynm stands for what?
Action-oriented - Describe what and how actions will be taken
The R in the SMART acroynm stands for what?
Relevant - Ensure that what you set out to achieve is needed and attainable
The T in the SMART acroynm stands for what?
Time sensitive - Set deadlines for completion
Employees who are involved in the process of establishing objectives will have more incentive to accomplish these objectives. What are 3 ways to involve employees in this process include:
- Require the employee to accomplish a specific task
- Delegate tasks
- Use democratic leadership principles
Bruce Tuckman (Tuckman, 1965) developed what 4-stage developement model:
Forming
Storming
Norming
Performiing
During this stage of Bruce Tuckmans 4-stage developement model:
- The group establishes and adheres to its own set of norms and values
- Members become closer and more cohesive
- Company officer again must be aware of team norms and values as much as possible to make sure that those norms dont violate the sense of decency.
- The leader transitions into the role of a peer, allowing other team members to share leadership responsibilities
Norming
During this stage of Bruce Tuckmans 4-stage developement model:
- The supervisor works to maintain team spirit as the group accomplishes its objectives
- At this stage, the group is a true team with all members sharing leadership
Performing
During this stage of Bruce Tuckmans 4-stage developement model:
- Employeees are initially uncertain of their roles in the group. They are not certain that they can trust or work w/ the other members.
- As relationships grow, trust and respect develope
- Members begin to see themselves as part of the group and become enthusiastic about the challenges of a new project or task.
- This phase is critical within the team-developement process and one in which a company officer can have significant effect.
Forming
During this stage of Bruce Tuckmans 4-stage developement model:
- Conflict may result as members compete for a position of informal leadership or attempt to exert their personal influence
- The leader is supportive in this stage
- He actively listens to members and provides explanations for decisions.
- The most critical aspect of successful team developement is to reduce the amount of time the group spends in this phase
Storming
During this stage of Bruce Tuckmans 4-stage developement model:
- Is the planned (sometimes unplanned) termination of the group task.
- Includes aknowledgement of the groups accomplishments and recognition of the participation of the individual members.
- It is an opportunity to debrief group members and determine if any changes in the process should be made
Adjourning
The best way to support & motivate personnel is to create a working environment where personnel can be invested in their work and excel in their positions. The company officer can use a number of methods to create this work environment, such as:
Empowering employees
Providing rewards or incentives
Coaching, counseling, and mentoring unit members
Celebrating accomplishments
Empowering Employees - To empower employees, supervisors must relinquish some authority and have confidence in the skills, judgement, & ability of others.
This type of leadership:
5
- Allows subordinates to take responsibility for their actions & decisions
- Increases employee self-esteem and motivation
- Shares decision-making power with employeess
- Gives employees a vested interest in a project and in the organization
- Allows employees to use special, non-job related skills to assist with projects
When Rewarding employees make sure of what?
- Employee must always earn the recognition
- Rewards should be given ASAP following an accomplishment. Delaying any type of recognition lessens its value.
- Consistency must be applied in the types of rewards given, the performance that results in rewards, and the criteria for giving them
_____ in the workplace is process of giving motivational direction, positive reinforcement, and constuctive feedback to employees in order to maintain and improve their performance
Coaching
Effective feedback needs to be ____, ____, ____, and _____
Honest, Immediate, Direct, and Frequent
Four-step method for counseling employees:
- Describe the current performance
- Describe the desired performance
- Gain a commitment for change
- Follow up the commitment
_____ includes:
Providing guidance in career choices
Assisting in gaining specialized training
Providing outside resources
Making challenging work assignments
Monitoring subordinates achievement
Understanding how diversity affects the workplace
Mentoring
Mentoring program enhances individual ____ and improves _____
skills
productivity
This Generational group includes:
- Born between 1946-1964
- Typically idealistic
- Place high value on fairness, equility, hard work, and competition
- Hx of questioning authority and wanting to know why something is important
- Tend to place high value on education, family, and personal leisure time
- Tend to be workaholics and work efficiently
- Team players and desire quality
- Respond positively to achievement titles
- Want to be valued and needed
Baby Boomers
This Generational group includes:
- Born between 1965 & 1980
- Req personal flexibility and thrive on feedback from instructors and supervisors
- Prefer to work independently w/ minimal supervision
- Seek a balance between work and leisure time in their lives
- Accustomed to change
- Self-reliance is important, more entrepreneurial
- May exhibit some qualities of the Baby Boomers (parents) and some qualities of Millennials (children)
- Referred to as the “Baby Bust” because their population is much smaller than that of their parents
Gen-X
This Generational group includes:
- Born between 1980-1995
- Use technology as part of daily lives
- Use online social networks as a way of creating relationships and sharing info
- Generally optimistic
- Appreciate diversity
- Demand instant gratification in the form of tangible results in their efforts
- Take a broad world view
- High expectations of educational outcomes
- Often require detailed explanations of theories/tasks
- Embrace multitasking
- Goal-oriented
- Work is a means to an end
- Embrace email and VM over in-person communications
Millennials, Gen-Y, Dot-comers, Nexters
This Generational group includes:
- Born between 1995-2012
- Grew up using internet
- Use online social networks as a way of creating relationships and sharing info
- Move from desktop PC to mobile computing resources
Generation Z, Post-Millennials
The process of controlling and directing available resources for the purpose of achieving a goal or objective through the use of authority or persuasion
Managing
As supervisors, company officers are directly responsible for managing the effective and efficient use of resources under their command. Primary resources provided by tax or fee payers through political and economic support include:
Personnel
Facilities
Apparatus
Tools and equipment
Legal Jurisdiction
French engineer Hanri Fayol introduced what 5 universal functions of management that are still relevant today
- List the 4 that are relevant to the Fire Service:
Planning
Organizing
Directing
Controlling
French engineer Hanri Fayol introduced what 5 universal functions of management, this function includes:
- Guide, influence, inspire, and motivate employees to achieve the goals and objectives within a group.
- This Function is a proactive approach to managing, as the company officer applies leadership and supervision concepts.
DIRECTING
French engineer Hanri Fayol introduced what 5 universal functions of management, this function includes:
- Creating a mission statement & setting goals & objectives
- Developing tactical plans for accomplishing a specific objective
PLANNING
French engineer Hanri Fayol introduced what 5 universal functions of management, this function includes:
- Establishing and implementing mechanisms to ensure that objectives are attained.
- Setting performance standards
- Measuring and reporting the actual performance
- Comparing the performance standard with the actual performance
- Taking preventative or corrective action to close the gap between the two perfomance levels
CONTROLLING
French engineer Hanri Fayol introduced what 5 universal functions of management, this function includes:
Coordinate tasks and resources to accomplish the units goals & objectives by:
- Establishing the units internal structure, system, or organization
- Creating labor divisions
- Coordinating resouce allocation
- Taking responsibility for tasks and information flow w/ in FD
- Filling positions w/ qualified ppl
ORGANIZING
Most company officers have the knowledge to perform technical tasks. However to be an effective manager, they must possess the following:
- Administrative Skills
(comp skills, knowledge of laws, codes, ordinances, labor/management agreements, budgets, creating reports etc)
- Human & Communication Skills
(Interpersonal skills, ability to work well w/ others and supervise subordinates, sucess or failure often hinges on ones ability to communicate effectively)
- Conceptual & Decision-Making Skills
(ability to understand abstract ideas, solve problems, understanding organization as a whole, and how various parts are inter-related)
_____ determines in advance what an orgaization, a group, or an individual should do and how it will get done.
Its the foundation of the management process
Planning
Planning should be documented in a ____ ____. Documentation provides evidence of the decisions that were made and serves as a guide for future planning. Should the results of the planning fail to meet the required goal, the documentation will assist in determining why the plan needs to be altered and how to do it.
Timely Manner
Plans are generally classified by what?
What 2 broad categories are they divided into?
Frequency w/ which they are used
Standing Plans & Single-use Plans
This best describes what type of Plan:
- Includes policies, procedures, and rules that are used frequently to manage day-to-day emergency and nonemergency unit activities.
- Help to ensure the consistent and equal application of authority while defining responsibility w/ in organization
Standing
This best describes what type of Plan:
- Accomplish a specific objective, such as the development of a program, project, or budget.
- Usually intended to reach an objective with a short time period
Single-Use
This best describes what type of Plan:
- Take into account the external factors that affect an organization, such as changes in the economy, demographics, service requirements, hazards, and technology.
- They chart the organization’s course over an indefinite future that is divided into definite time components
Strategic
This best describes what type of Plan:
- Focus on how objectives will be accomplished.
- These objective, fact-based plans deal w/ factors that are withing the control of the organization
Operational/Administrative
This best describes what type of Plan:
- Create alternative plans that can be implemented in the event of unforseen events that make original plans unsuitable
Contingency
An evaluation method that encorporates feedback from multiple sources such as the worker, his/peers, superiors, subordinates, and customers
360-degree Feedback Evaluation
An individual’s ability to correctly perceive and label their own and others emotions.
AKA Emotional Quotient (EQ)
Emotional Intelligence (EI)
System of moral principles governing the perception of right & wrong
Ethics
Ability to motivate other people to follow your example and do the things that you want them to do
Leadership
Process of accomplishiing organizational objectives through effective and efficient handling of resources
Sanctioned Leadership
Management
A statistic tool used in project management that is designed to anaylze and represent the tasks involved in completing a given project
Program (or project) Evaluation & Review Technique (PERT) Chart
