Amitabh Sharma
Features Coordinator

There are times when one is called in to fill in for the supervisor. This is a job that calls for exuding responsibility, at the same time exhibiting qualities that go down well with subordinates.

We all start from the bottom, working our way up the professional ladder - building and leading teams. As years pass, one is naturally expected to shoulder responsibilities.

Head on shoulders
Managers who are often called upon for the job say that there are some basic traits that one should follow. "First and foremost, one needs to keep one's 'head on one's shoulders'," says Ashish Jhingran, a senior executive at an information technology company.

Who does not love to be in the boss' chair? But Jhingran says that it is critical to understand that this is an interim arrangement and an opportunity to prove that you are the right person to fill in. "Do not get carried away and start thinking that you have 'arrived'," he says.

"There is perhaps still some time to prove the you have arrived," advising that a person given this responsibility take the opportunity to perform well.

"Demonstrating competence will guarantee you that position in the long run. While in this chair, you should also not do anything that you would not do in front of the boss," says Jhingran.

Using your office
The senior executive says that since this is a temporary arrangement, there is no need to move into the boss' cabin unless it is absolutely necessary or if the situation demands it.

"Operate from your own office space - cabin, cubicle, etc," he recommends. "You do not have to move physically in your boss' chair, literally, unless of course you have been asked to do so by your boss."

He says by doing this, you would be able to focus on the job at hand rather than gloating or dreaming about your new found 'power' at hand. "It will help you keep your 'head on your shoulders'," he adds.

Responsibility and authority
As an individual placed in this position, you have to understand one thing clearly your position as interim boss is exactly that - interim. In that position, you have to understand that you are not being absolved of your original job profile, you are just wearing an additional hat.

Jhingran says you need to understand the roles and responsibilities of all employees who are reporting to you new temporary position and allocate work accordingly. But you cannot put off your work. "You cannot palm off your work to someone else for this interim period," he says, "unless that arrangement has been made specifically by your boss."

Since you are at the helm, you are expected to exude authority, but you should clearly mark the line. "There is certain official decorum, protocol that is associated with every position that has to be well understood and followed at the same time," Jhingran says. "One cannot behave exactly like one used to before taking up this position."

The overall picture
He also recommends widening horizons of thoughts and actions. "If you are not already looking at the overall picture - micro and macro - of the environment that your boss operates in, it's time to do so."

"Your peers, subordinates and superiors will look to you the same way they used to look to your boss," Jhingran says.

Responsibility for actions
You should be willing to accept the responsibility of your actions, the executive states. "If in doubt on something, consult with your superiors. However, once you have taken a decision and acted accordingly, be responsible for the outcomes too," Jhingran advises.

Most importantly, he says, you should have your boss' contact details at hand in case you need it in an emergency. "But," he says, "do not disturb him or her for every small little thing that you are expected to handle yourself."

You should be a good listener too, "You will not know where and when you are wrong, so you should be open to feedback."

Finally, he says, you should keep in mind that this responsibility should be exercised with confidence, honesty and humility.

amitabh.sharma@gleanerjm.com