Training Presentation - Supervisory Skills

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									Training Presentation

 Supervisory Skills
    What are your expectations from this
    training?

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Expectations
   Role of Supervisor / Supervisors Responsibilities
   Key tasks of an effective Supervisor
   Effective Communications
   Impact of non-verbal communications
   Effective delegating techniques
   Team Building, Motivation, Counselling
   Managing Time effectively
   What Supervisors’ do ?
   Action plan for constant growth



Overview
   One can handle 3Ms – Men, Materials, Matters
   Good Leader
   One who supervises the Labours / Staffs
   SUPER – VISION
   SUPER – MAN / WOMAN - 




What is supervision
   What is Leadership?

   What a Leader does ?

   Do you think supervisor is a leader? WHY ?

   What are the responsibilities of a supervisor?




Leadership
    What is your Leadership Style?

Self Assessment
   Authoritarian

   Laissez Faire

   Companionable

   Synergistic




Supervision Styles
Authoritarian

   Close observation

   Strict monitoring

   No trust

   Responsibility




Supervision Styles
Laissez Faire

   Freedom

   Hire the best

   Problem solving




Supervision Styles
Companionable

   Friends

   Teamwork

   Avoid confronting




Supervision Styles
Synergistic

   Cooperative

   Joint effort

   Helping staff




Supervision Styles
   Balances high productivity and morale
   Is set a strong example / role model
   Clearly communicates
   Establishes clear goals for the staff
   Manages positively   – Praise in public / Criticize in Private


   Insists on accountability – review progress




A good Supervisor  .…
  Time Management is about controlling
  use of Your most under - valued
  resource -

              Time i.e. Money

        Once gone it is lost for ever

 What does bad time management do to you ?



Managing Tasks - Time
           Where has
          all the TIME
             gone ??




Time Wasters
    Important & Urgent       Urgent but not important

        DO IT NOW !           ASK SOMEONE TO DO !




                                Neither urgent nor
  Important but not urgent
                                    important
       DO IT LATER !
                                  DON’T DO IT !




Managing Tasks - Time
   Why delegate ?




   Why supervisors don’t delegate ?




Managing Tasks - Delegation
   Why delegate ?
    ◦ It helps you to do important activities
    ◦ It develops and motivates staff
    ◦ Others may be more skilled than you!

   Why supervisors don’t delegate ?
    ◦ Want to give impression i.e. overworked
    ◦ Others will make mistake
    ◦ It is easier to do job by yourself



Managing Tasks - Delegation
   What to delegate ?




   How to delegate ?




Managing Tasks - Delegation
   What to delegate ?
    ◦ Routine tasks
    ◦ Tasks that other could do better
    ◦ Complete job, not portions!

   How to delegate ?
    ◦ Make a list – what can be delegated
    ◦ Select people who are capable and willing
    ◦ Explain them reasons and result expected
    ◦ Give them freedom
    ◦ Available for coaching and help
    ◦ Accept suggestions
    ◦ Always give credit




Managing Tasks - Delegation
   Why we need TEAM ?




   What makes a Good Team ?




Managing Tasks – Team Building
   Why we need TEAM ?
    ◦ Efficiency
   What makes a Good Team ?
    ◦ Common goals
    ◦ Communication
    ◦ Cooperation




   ROLE of Supervisor in Team Building ?



Managing Tasks – Team Building
   What motivates PEOPLE?




   How a supervisor can motivate
    people at work?




Managing Tasks – Motivation
   What motivates PEOPLE?
    ◦ Achievement
    ◦ Career advancement
    ◦ Salary
    ◦ Status




Managing Tasks – Motivation
   How a supervisor can motivate
    people at work?
    ◦ Ask the person what it is that motivates them
    ◦ Listen to their needs!
    ◦ Help them to improve and develop




Managing Tasks – Motivation
   Two teams
   Flipcharts

   3 sentences that describe negative situation e.g.
    ’My car broke down this morning on my way to training.’

   Write minimum 5 positive points about the each
    negative situation




Managing Tasks – Attitude
   How to build a positive Attitude ?
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Managing Tasks – Attitude
   How to build a positive Attitude ?
    ◦ Flexible to various views
    ◦ Save time
    ◦ Gratitude Attitude
    ◦ Improvement Plans
    ◦ Spend Quality time – Good friends / books
    ◦ Do Impossible stuff – Exploring nature
    ◦ Start your day a positive activity – Pray & Thanks to
     Allah for blessings



Managing Tasks – Attitude
   Speed – we think faster than we talk
   Outside distraction
   Making judgements
   Want to speak
   Inappropriate language
   Holding a different view




Managing Info – Listening
It is important for supervisors to know:
   What is going on
   What is going well and why
   Disciplinary problem
   Attitude or behaviour problem
   Performance problem
   WHY ? WHY ? WHY ? WHY ? WHY ?




Managing Info – Questioning
   Why feedback is important ?




   How to offer constructive criticism
    (negative feedback for improvement )?




Managing Info – Feedback
For example...
   Speech pace, pauses
   Pitch and Tone
   Use of space, distance
   Body motion and gestures
   Body posture
   Facial Expressions
   Look or Gaze
   Touch and body contact




Non-Verbal Communication
   What is the role of supervisor in
    handling complaints?
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Conflicts & Grievances
   What is the role of supervisor in
    handling complaints?
    ◦ Listen actively
    ◦ Be neutral
    ◦ Understand the complaint




Conflicts & Grievances
   How to resolve conflicts ?
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Conflicts & Grievances
   How to resolve conflicts ?
    ◦ Open communication
    ◦ No favouritism
    ◦ Find out the Root Cause




Conflicts & Grievances
   2 participants in each group
   1 topic e.g. cooking, painting, speaking,
    playing game etc
   5 minutes to teach
   Rating




People Management
   What is decision making ?


   Decision making Styles
    ◦ Autocratic - example
    ◦ Consultative - example
    ◦ Consensus - example




People Management
1.   Influence – Persuades others to accept a desired point of view; gains support and
     commitment from others; effects change in behavior of others



2.   Facilitation – Leads meetings or group efforts without directing the outcome;
     creates an environment of openness and trust; leads groups to decisions where all
     participants feel a sense of ownership



3.   Planning and Organizing – Develops comprehensive project plans; monitors
     progress against goals; assigns clear responsibilities; breaks work down into
     manageable portions



4.   Analysis – gathers relevant information; considers broad range of issues and
     factors; perceives relationships among diverse information; uses logic effectively



5.   Decision Making – Makes timely and effective decisions


What Supervisors’ do ?
1.   Delegating – effectively assigns tasks to others while maintaining responsibility for
     results; considers skill level of employee and challenge level of assignment



2.   Follow-up and Commitment – Follows plans through to closure; persists despite
     obstacles keeps their word -Communication – Speaks clearly and expresses self
     well in groups; conveys ideas in terms the listener can understand



3.   Listening – Demonstrates attention to and conveys understanding of others
     Managing Conflict – Identifies sources of conflict; uses conflict as a constructive
     process to exchange ideas; keeps energy focused on desired outcomes



4.   Managing Conflict – Identifies sources of conflict; uses conflict as a constructive
     process to exchange ideas; keeps energy focused on desired outcomes




What Supervisors’ do ?
1.   Technical /Functional - Expertise– Possesses current knowledge of profession
     and industry; regarded as an expert



2.   Time Management – Sets efficient work priorities; can work on many tasks
     simultaneously; balances importance and urgency of tasks



3.   Channeling Motivation – Encourages others to achieve desired results; creates
     enthusiasm and commitment in others



4.   Coaching and Developing – Gives timely, specific, constructive feedback;
     provides challenging, developmental assignments



5.   Providing Direction – Provides clear direction and sets clear priorities; fosters a
     common vision




What Supervisors’ do ?
                      Personal Action Plans



      Area of                                        Timelines
                           Plan of Action
    improvement                                      for Action


                        Prioritization of work and
    Time Management    assign work accordingly to    Immediately
1
                            the sub ordinates


                        Break the work plan and
       Delegation       delegate to appropriate      Immediately
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                                  staff



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