Leadership and Influence - Student Manual (FEMA-EMI, 1991, 208 p.): LESSON PLANS: Unit II Personal Values

Leadership and Influence - Student Manual (FEMA-EMI, 1991, 208 p.)

LESSON PLANS

		Unit I Introduction
		Unit II Personal Values
		Unit III Personal Styles
		Unit IV Conflict Management Styles
		Unit V The Impact of Different Influence Styles
		Unit VI Exercising Leadership
		Unit VII Exercising Power
		Unit VIII Motivation
		Unit IX Group Dynamics
		Unit X Tying the Concepts Together: Course Integration & Application
		Unit XI Presentation of Influence Plans
		Unit XII Conclusion

Unit II Personal Values

NOTE-TAKING GUIDE & ACTIVITY WORKSHEETS

OBJECTIVES

At the conclusion of this unit, you will be able to:

1. Define the term values;
2. Explain how the values each person holds affects decisions that must be made during a crisis as well as in a more normal work setting; and
3. Describe the process for developing the influence plan and the expected result.

What are values?

How are values formed?

- We learn from the time we are born

- Shaped by our environment and culture

- Culture of our profession

Multi-cultural diversity - an appreciation of different cultural ideas.

How might cultural diversity affect our understanding of the values of people with whom we work?

HOSPITAL CRISIS TEAM ACTIVITY

The purpose of this activity is to provide you with a simulated emergency context in which you can assess some of your personal values and those of other members of your small group to see how values affect choices in a crisis situation.

First, choose the person you would hook up to the life-saving equipment if you had to make the decision alone:

Whom did you pick (as an individual before working with your group) to receive the lifesaving equipment?

( ) Girl
( ) Widow
( ) Doctor
( ) Priest

- Why?

Now work with other members of your small group to come to a consensus decision that all of you can live with.

Whom did your group select?

( ) Girl
( ) Widow
( ) Doctor
( ) Priest

- Why?

Did you finally agree with the group decision?
Did you change any of your views as a result of the group discussion?
Did you have any new thoughts as a result of hearing the views of other groups?
After receiving additional information about each of the victims, whom did your small group save?

( ) Girl
( ) Widow
( ) Doctor
( ) Priest

- Why?

Record any additional thoughts you may have about the activity or its meaning to you as a leader in your local community.

VALUES & EMERGENCY MANAGEMENT DECISIONS

How do values influence decisions in emergency management?

How can community values affect decisions about the deployment of scarce resources during and after an emergency?

AS LEADERS, you must understand:

- How your values affect your choices;
- The impact of values on those you work with and for; and
- The impact of values held by citizens in the community.

DEVELOPMENT OF AN INFLUENCE PLAN

The value of this training experience depends on your ability to apply what you learn to your local emergency management setting. As part of this course, you will spend several hours preparing a plan to influence someone in your local community on a matter of importance to you. You will develop a trial plan, review parts of it with one of the instructors, discuss it with other participants on the last day of class, and refine it based on their feedback. Then, you will be prepared to apply your plan successfully in the real world.

The influence plan includes:

Name and job title of the individual you choose to influence.
The individual's work relationship to you (supervisor, subordinate, peer or volunteer).
The issue about which you would like to influence the individual (i.e., what do you want this person to do?)
A general description of the values, personal style, conflict management styles, etc. of this individual.
Styles of influence you plan to use. Are these likely to appeal to this individual?
Specific approaches and actual statements you plan to use.
Conflicts you expect to arise as you attempt to influence this person. How do you plan to handle the anticipated conflict?

Having a well-conceived, structured strategy and planning ahead will increase your chances of success.

INITIAL DRAFT OF YOUR INFLUENCE PLAN

I plan to influence: ________________________________________________________

His/her job title is: ________________________________________________________

His/her work relationship to me:

Notes about the issue or situation about which I want to influence this person:

Notes on values I hold that may affect this situation:

Notes on the values that this person holds:

My dominant personal style:

Notes on the dominant personal style of this individual:

Notes about the conflict management style I tend to use most often and its effect on this situation:

Notes on the conflict management style preferred by this person and its possible effect on this situation:

Notes on conflict points I expect:

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Notes on influence styles I tend to use and their applicability to this situation:

Notes on influence styles that the person I am trying to influence uses and responds to:

Notes on the development level of the person you are trying to influence:

What leadership style will be most effective with this person (if a subordinate) and how does it differ from your preferred leadership style?

Are there any leadership styles that would be inappropriate to use with this person (i.e., delegating may not be appropriate with a supervisor).

Notes about the power bases that the person I am trying to influence will respond to:

Notes on the motivation pattern that the person you are trying to influence will respond to:

Notes about the present communication between you and the person you are trying to influence:

Notes on the way you would like communications to be in the future:

Action steps to take to influence this person:

NOTES ON INFLUENCE PLAN

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SAMPLE INFLUENCE PLAN - DEBBIE ROEMER

SUPERVISOR

Debbie Roemer is a volunteer RADEF officer in Allegheny County, California. She has volunteered in that position for six years. Debbie is well respected among the emergency management community in her county as well as at state and federal levels. The current Director of Emergency Services for the county has asked her if she would like his job when he retires. He will recommend her to the Board of County Supervisors, which means her appointment is certain.

Debbie is excited about taking over as Director, but is concerned because the Chairman of the County Board of Supervisors does not see the value of investing money and energy in emergency management.

The influence plan below is hers; based on her work situation.

I plan to influence: David Finch
His/her job title is: Chairman, County Board of Supervisors
His/her work relationship to me:
He is the Chief Elected Official for the county. The County Director of Emergency Services is appointed by the Board. I have no direct contact with David Finch now, but he will be my supervisor when I take over as Director of Emergency Services.
Notes about the issue or situation about which I want to influence this person:
I can pursue several projects to improve emergency preparedness in the county but I must be able to convince David Finch of the value of these measures. The particular issue at hand is the appointment of a Disaster Council. State law and county ordinance require us to have such a council but David has not appointed one and has announced that he does not intend to do so.
Notes on values I hold that may affect this situation:

1. Strong belief in need for Emergency Management training, planning, and exercising
2. Committed to strengthening the emergency management system, especially the development of volunteers

Notes on the values that this person holds:

1. Very concerned about the budget, especially since the county finances are shaky
2. Seems autocratic (perhaps chauvinistic). Doesn't think the county can suffer disaster or feels people will just take care of things without planning or assistance. He may believe that law and fire departments are all the protection that the county needs.

My dominant personal style:

E/I, STJ - this indicates that I am logical and factual and that I like things planned and scheduled.

Notes on the dominant personal style of this individual:
He is quick to judge, close minded, and unwilling to listen to new information
Judgmental
Probably wants "just the facts"
Places priorities on personal agendas, such as his need for power
Notes about the conflict management style I tend to use most often and its effect on this situation:
Collaborate/compromise - I will not give in, but I will try a variety of ways to assert myself and persuade David Finch.
Notes on the conflict management style preferred by this person and its possible effect on this situation:
Competition - when he is afraid his status and authority are threatened, he feels he must assert his will
Notes on conflict points I expect:
I expect that David Finch will use the lack of money to say there is no need for a Disaster Council. He will also claim that since we haven't had a major disaster yet, it is unlikely to happen.
He must understand that he is exposing the county to liability by not following the regulations and appointing a Disaster Council.
Notes on influence styles I tend to use and their applicability to this situation:
I use assertive persuasion, common vision, participation and trust, and reward and punishment in that order, but I try to chose the most appropriate one for the situation. Assertive persuasion would normally be a good choice for this type of situation, but David Finch will not admit that I have any valid points.
Notes on influence styles that the person I am trying to influence uses and responds to:
He probably uses assertive persuasion mixed with common vision; AP to convince others about the merits of his arguments, then CV to show how he conceived the ideas.
Notes on the development level of the person you are trying to influence:
In relation to emergency management, David Finch has both low skills and low commitment and motivation (D2). In the county government, however, he has real authority, knowledge, and commitment (D4).
Are there any leadership styles that would be inappropriate to use with this person (i.e., delegating may not be appropriate with a supervisor)?
In light of the fact that he will view me as a subordinate, none of the leadership styles will be appropriate. Therefore, I will try another approach - that of influencing his peers who can apply pressure to him.
Notes about the power bases that the person I am trying to influence will respond to:
He responds to coercive power and connection power, yet I have neither of those in relation to him.
Notes on the motivation pattern that the person you are trying to influence will respond to:
David Finch is motivated by a need for power and respect from the voters and from those with more authority than he has (at the state and national level).
Notes about the present communication between you and the person you are trying to influence:
Since I don't interact with him at all, there is currently no communication. From what I have heard, I imagine he will be condescending to me both because I am female and because he doesn't see emergency management as a priority.
Notes on the way you would like communications to be in the future:
I would like him to respect my knowledge about the subject of emergency management and assign it a higher priority than he currently does. I would like to be able to use my expertise as a power base with him and to use assertive persuasion as an influence style.
Action steps to take to influence this person:
Since it is unlikely that David Finch will respect my expertise or position, I will meet with other members of the Board of Supervisors and show them that his actions are leaving them all open to liability. This will involve using at this time Reward and Punishment as the predominant influence style, collaboration as the way to handle any conflict that may arise and a coaching leadership style (depending on the development levels of different members of the Board of Supervisors).

SAMPLE INFLUENCE PLAN - LESLIE JONES SUBORDINATE

Leslie Jones is emergency program manager for Upperville County, Virginia. She has worked in emergency management for 10 years and recently served as assistant to the emergency program manager for Boon County. She has been working in Upperville for four months and is being praised for a good start. She has met with the heads of all the county response agencies and cooperation is at an all-time high. Yet Leslie has not been able to work well with Ann Smith, the Office Manager. Ann, who is older than Leslie, has worked in the same office all her career. She has been Office Manager for the last 8 years.

The influence plan below is hers; based on her work situation.

I plan to influence: Ann Smith
His/her job tide is: Office Manager
His/her work relationship to me:
She is under my direction. I have control over all personnel and administrative decisions regarding her.
Notes about the issue or situation about which I want to influence this person:
She responds to me with "malignant obedience" - doing exactly what I ask for (word for word). If I make a mistake when directing her about a task, she does exactly what I say even though she knows it is not right. The interpersonal relationship is strained, at best. She never disobeys, but she demonstrates resentment of everything I do. The situation is wearing me down and starting to affect my leadership in other roles.
I want to influence Ann to work in a cooperative spirit with me, respecting my position and doing the work well. I want her to stop resenting me.
Notes about values I hold that may affect this situation:
I was raised to believe people should succeed (or fail) based on their knowledge and skills, not because of their age, sex, or race. I like to explore alternative ways to doing things rather than maintaining procedures just because they have worked before.
Notes on the values that this person holds:
Ann believes firmly in traditional ways of doing things. "We've always done it this way" is her battle cry. She has always had mature male bosses and likes it that way.
My dominant personal style:
INFP - this indicates I like projects, but not details and that I tend to have long-range vision.
Notes on the dominant personal style of this individual:
I would guess that Ann is an ESFJ, indicating that she is practical, realistic, concerned with the here and now. She adapts well to routine.
Notes about the conflict management style I tend to use most often and its effect on this situation:
I tend to use compromise which is not working well at all. I think collaboration would be more effective but I'm not sure how to use it here.
Notes on the conflict management style preferred by this person and its effect on this situation:
Ann tends to use conflict avoidance which is creating a lot of tension between us.

Notes on conflict points I expect:
I expect that she will continue to resist my authority in subdue ways that drive me nuts yet she will avoid a confrontation at all costs.
Notes on influence styles I tend to use and their applicability to this situation:
I use participation and trust more than the other influence styles, but I believe Ann might respond to assertive persuasion better.
Notes on influence styles that the person I am trying to influence uses and responds to:
Ann uses reward and punishment and tends to respond to it as well.
Notes on the development level of the person you are trying to influence:
Ann has high job skills and knowledge and low or variable commitment and motivation.
What leadership style will be most effective with this person (if a subordinate) and how does it differ from the one you use most often?
Her development level (D3) indicates she will need high supportive and low directive behavior (S3 - Supporting) from me. This is the style I use most often anyway.
Notes about the power bases that the person I am trying to influence will respond to?
I would rather that Ann respond to me based on legitimate power but that is the last thing she is prepared to do. At this point, I'm not sure which power base will be most effective.
Notes on the motivation pattern that the person you are trying to influence will respond to:
Ann is motivated by the need for power. She has always had power within her sphere of the organization and she is driven by fear of losing that.
Notes about the present communication between you and the person you are trying to influence and about the way you would like communications to be in the future:
Our communication is not at the right level. The tension between us is illustrated by short, sharp commands from me and equally short and abrupt responses from her. I would like to be able to ask her to handle a problem, have her feel free to discuss her action plan with me, and to seek my help if she needs it.
Action plan for influencing this individual:
It might be helpful if I could emphasize to her that the entire office could be more productive (and more helpful to the public, which she values) if she took over more responsibility for the office. I could sit down and work with her to develop SOPs for the office. This would meet her need for routine on a daily basis as well as involving her in the decision making process.
I will sit down with her when I return to my office and revise her job description, taking advantage of her skills and her knowledge about how the office and community work. She will be responsible entirely for one project at a time from start to finish and I will set up progress meetings twice a week. I will reinforce that I believe she can handle the projects competently that I assign to her.