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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
2
                                  staff



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posted:11/3/2011
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Description: This helps participants to learn the professional process of effective, professional supervisory control. This intensive course is highly participative and provides delegates with guidance on how they can build and develop key skills needed when they move into a supervisory role.