Supervision 3.ppt

SUPERVISORY MANAGEMENT PRINCIPLES OF SUPERVISION Who is a Supervisor? An employee is a supervisor if they have the power and authority to do the following actions: Give instructions and/or orders to subordinates. Be held responsible for the work and actions of other e...

SUPERVISORY MANAGEMENT PRINCIPLES OF SUPERVISION Who is a Supervisor? An employee is a supervisor if they have the power and authority to do the following actions: Give instructions and/or orders to subordinates. Be held responsible for the work and actions of other employees. Levels in the traditional organizational pyramid. Supervisors can be called… Assistant manager Department head Head coach Team leader Shift leader/captain Foreman  The Transition: Where Supervisors Come From Promotion from within the organization Advantages An inside person understand the organization and its culture Management has firsthand knowledge of the employee’s track record and can use this as a predictor of success Serves as a reward and incentive for person promoted Promotion from within the organization Disadvantages: Promoted employee may not have the requisite skills/qualification Resentment from fellow employees – especially those that applied and were not successful  The Transition: Where Supervisors Come From External environment Advantages: Introduction of new ideas People have a wider range of experience Disadvantages May cause resentment among present employee Demotivation  Functions Functions of of Supervision Supervision Planning Organizing Controlling Directing Staffing  Functions Functions of of Supervision Supervision the ongoing process of developing Planning the business' mission and objectives and determining how they will be accomplished. This function involves determining Organizing which subordinates are best qualified to perform certain tasks.  Functions Functions of of Supervision Supervision This function involves selecting new Staffing employees,orienting and training them, appraising them,etc. Directing This involves leading,motivating, developing,and appropriately recognizing subordinate efforts.  Functions Functions of of Supervision Supervision This involves comparing Controlling actual results with anticipated results, using appropriate standards, and then taking corrective action when necessary.  Characteristics Characteristics of of Effective Effective Supervisors Supervisors Getting others to cooperate Listening to others Delegating responsibilities Understanding employees Treating others fairly  Getting Getting Others Others to to Cooperate Cooperate Is one of the most important characteristics of the effective supervisors Is also accomplished when subordinates’ ideas are accepted and implemented. Is often done by convincing them that higher management is dependent upon them. Supervisors must be able to justify policies and procedures  Getting Getting Others Others to to Cooperate Cooperate Answer subordinates’ questions; if the answer is not known, every attempt should be made by the supervisor to obtain it. Provide employees with a rationale for the way things are done is better than saying it has to be done this way because this is the way it has always been done.  Listening Listening to to Others Others Extent to which a supervisor is willing to listen to a subordinate is often related to the feelings the supervisor has about the subordinate. Some supervisors are guilty of not listening to a subordinate who wishes to discuss a situation which produces disagreement between the supervisor and the subordinate. Be aware of all the relevant facts before injecting your comments or feelings.  Listening Listening to to Others Others Pay attention to or concentrate on what he subordinate has to say. Good listening involves hearing what the subordinate is actually saying-not just what the supervisor wants to hear. Be an active listener which requires being tuned in to the message being communicated as well as the feelings being communicated.  Delegating Delegating Responsibilities Responsibilities Is a critical skill of supervisors. Effective delegation helps extend the supervisors’ capabilities, encourages teamwork and results in higher productivity. When delegating, give others authority commensurate with responsibility.  Delegating Delegating Responsibilities Responsibilities Reasons ReasonsSupervisors Supervisorsare areReluctant Reluctantto toDelegate Delegate They believe they can perform the tasks more efficiently than those to whom they might delegate. They find it easier to perform the tasks themselves than to teach someone else to perform them. They want the tasks done their way, which might be different from the way the subordinates might choose to do them. Guidelines for Delegating Tasks Select the appropriate person to perform the task to be delegated Select tasks that can be delegated Help the person to whom tasks have been delegated Make sure that the work assignments are fully understood.  Understanding Understanding Subordinates Subordinates Requires understanding a number of back-ground characteristics, including Ability to think, social traits, personality traits, character, work habits relationship with others  Treating Treating Others Others Fairly Fairly A perceived lack of fairness is as damaging to the supervisor-subordinate relationship as is actual lack of fairness. A lack of fairness often stems from the feelings the supervisor and subordinate have toward each other Effective supervisors treat all subordinate in a consistent manner in similar situations.  Special Skills of Supervisors Conceptual Human Technical Teaching Coaching Counseling Communication  Skills that enable the supervisor to Conceptual analyze a wide variety of situations Skills both technical and nontechnical, as a prelude to solving problems.. Human Enable supervisors to work effectively Skills with others, including subordinate, peers and superiors Enable supervisors to better Technical understand the nature of various Skills operations and tasks for which he/she has responsibility.  Teaching Enable supervisors to Skills train their subordinates. Coaching Enable supervisors to Skills develop their subordinates. Enable supervisors to Counseling help subordinates in a Skills variety of ways. Enable supervisors to Communication relate well with their Skills subordinates. Supervisory Responsibilities Career goal planning Ethical behaviour Tardiness Absenteeism Stress and Burnout Sexual Harassment Disciplining Employees Terminating Employees  Career Career Goal Goal Planning Planning Supervisors have an important responsibility in helping employees plan their career goals. This involves: Strategic Assessing their strengths and weaknesses Developing plans to achieve their goals Put their plans into action  Ethical Ethical Behaviour Behaviour Supervisors have a significant impact on getting their subordinates to behave ethically. Supervisors must behave ethically themselves. Supervisors and subordinates can develop a code of ethics by which all employees are expected to live.  Tardiness Tardiness Tardiness can be quite costly to the organization overtime. Supervisor is responsible for determining the legitimacy of tardiness- producing situations over which subordinates have no control eg, traffic jam, car problems etc. Instead of punishing for tardiness, reward for being punctual  Absenteeism Absenteeism Common reason for absenteeism is lack of job satisfaction. In this situation supervisors should Make the job more interesting and challenging Determine whether the job demands or requirements are considerably less that the employee is capable of performing Determine reasons for employee taking the job in the first place, besides the need for money Determine whether the working conditions are satisfactory.  Stress Stress and and Burnout Burnout Technostress (stress caused by the introduction of technology) may be more common among office employee. Supervisors should help subordinates deal with stress as soon as possible Excessive stress can cause burnout Stress can be caused by: Having too much to do in too short a time Not having clearly defined goals Not being involved Not being challenged Having personal problems.  Sexual Sexual Harassment Harassment Supervisors are responsible for avoiding the sexual harassment of their subordinates and for stressing that their subordinates avoiding sexually harassing one another. Supervisor should know what constitutes sexual harassment and implement policy that prohibit it Proper education and/or training are two effective ways of dealing with the situation  Disciplining Disciplining Employees Employees Disciplining a subordinate will not cause irreparable damage if done effectively. Discipline should be seen as teaching, enabling or correcting endeavour Before disciplining a subordinate, a thorough understanding of the situation is crucial.  Terminating Employees Termination occurs for various reasons. Before termination, supervisor should know the condition under which an employee was hired. Supervisors should use termination as the last and only remaining viable alternative Consult upper-level manager before employee is terminated. Supervisors are responsible for work with unions when the organization is unionized. Supervisors must understand various provisions of the labor agreement, including Duration of the Promotions, layoff, and agreement recall Discipline of members Management Grievances prerogatives Strike clauses  Successful Supervisors should: apply best practices in everything they do; raise the bar in setting goals and performance standards; encourage risk taking and accept mistakes as learning opportunities; motivate those they supervise