Entering the world of humanitarian or international development proposal management as a Gen Z professional can be both thrilling and challenging. One of the most crucial skills you'll need to master early on is managing up—that is, effectively managing your relationship with your supervisors and other key stakeholders. With most proposal teams including a variety of individuals of different experience and background, learning to manage many different types of personalities toward a successful (and on time) submission is essential.
This guide will help you understand the concept of managing up, identify common challenges, and provide practical tips to thrive in your new role.
One of the most significant challenges you might face is bridging the generation gap between yourself and older team members. Forgive us elder millennials (and beyond). We grew up in the time before the internet and our brains just work differently. This can lead to potential miscommunication or misunderstandings. Older generations might have different communication styles, priorities, and work habits, which could be difficult to align with your preferences.
Finding the right balance between asserting your ideas and respecting the authority and experience of your team members is another common hurdle. You’ll need to assert your leadership on certain matters (such as why the deadline is so important to meet) while acknowledging the expertise of those around you (such as why their other deadline is even more important). Knowing where there are issues gives you power to bring the team together as a cohesive group.
You may encounter work environments that do not fully understand or accommodate your preferences, such as flexibility and technology-driven solutions. Navigating these environments requires adaptability and patience. Remember, some of your colleagues may have a lot of experience with trying to get their coworkers to use new tech. Ask questions about what worked to introduce new tools and accept advice about when to walk away.
Being perceived as too young or inexperienced to effectively lead and manage proposals is a common issue, and you aren't the first generation to run into this problem. You'll need to work hard to showcase your capabilities and break through these preconceived notions.
A great way to do this is to focus on something that you definitely can know as well (or better) than your colleagues. For most proposal coordinators and managers, this would be the solicitation. Sure, your colleagues may know solicitations in general better than you do, but if you read it 1000 times and raise your voice when a proposed idea goes against the requirements, you'll start to be seen as more and more of an expert by your colleagues!
Managing expectations and goals that can differ between what superiors want and what the team can realistically achieve, especially regarding timelines and resources, can be a delicate balancing act. Work with your supervisor to understand what issues you should try to solve yourself, which require involvement of the team lead, and which need to be squashed by someone even higher up.
Seek regular feedback and input from your supervisor and key players on your team. Ensure that expectations are aligned and understood. Open lines of communication can mitigate misunderstandings and build trust.
Invest time in understanding your team members' work styles, preferences, and priorities. Tailor your communication and management strategies accordingly. This personalized approach can enhance team cohesion and efficiency, and really save your team when push comes to shove with a critical deadline.
Deliver on commitments and deadlines consistently. Showcase your reliability and capability as a leader. Becoming an expert in specific areas, like solicitation on a proposal team, can significantly boost your credibility.
Share your ideas and insights proactively, when appropriate. Consider the purpose of any given meeting and weigh how much your voice ought to be heard, compared to technical experts, local staff or partners, or other key contributors. Be open to feedback and incorporate suggestions from your team, who may have more experience. This approach demonstrates your willingness to learn and collaborate.
Use technology to streamline processes and communication. Demonstrating your adaptability and enhancing efficiency within your team can highlight your strengths and bring tangible benefits to your projects.
Seek advice and guidance from mentors and peers. Draw on expertise from you colleagues, particularly if you have peers in similar roles within your organization.
Consider joining networks like the Boss-to-Boss Managers Network or SID-W's Young Professionals Network to build your network further. These groups can provide support and valuable insights for navigating managerial challenges.
Showcase how technology can support your team's efforts and encourage a culture of innovation and collaboration. Leading by example can inspire your team to adopt new practices and tools.
Sascha, a recent graduate, joined an INGO focused on humanitarian work in an entry-level role. Thrown into proposal coordination responsibilities, Sascha asked for input on communication preferences during the kickoff meeting. By understanding how best to get quick responses, Sascha effectively managed rapid response proposals and gained the trust of the team.
Shahrzad, a new recruit at a rapidly growing small business, initiated regular feedback sessions with her supervisor. This move allowed her to capture valuable advice on managing tough deadlines and personalities. Through these discussions, Shahrzad learned which issues needed proactive escalation, strengthening her role as a proposal manager.
Alex, an experienced proposal manager, joined a new team with confusing internal dynamics. By connecting with peers through the Boss-to-Boss Managers Network, Alex received valuable support and advice on coaching difficult personalities, ultimately fostering a more collaborative team environment.
Managing up is a crucial skill for Gen Z project managers, requiring a blend of communication, adaptability, and strategic thinking. By understanding the challenges and applying practical tips, you can build strong relationships with your supervisors and lead your team effectively.
Ready to take your project management skills to the next level? Join the Boss-to-Boss Managers Network today and connect with peers who can help you navigate your managerial challenges with confidence!