Best Practices Manual For Supervisors

Introduction

New supervisors looking for guidance need something they can refer to when faced with certain issues that arise on the job. This manual outlines six supervisory responsibilities and some basic guidelines for effectiveness. It is important to remember that with the variety of personalities in the workplace, each specific situation is going to require a different approach. The following are general guidelines for handling each responsibility.

Demonstrating Communication Skills

Communication is one of the most important skills a supervisor has. A good supervisor is able to give direction, motivate, and persuade their staff in order to maintain a good working relationship that will reap positive results. A large part of all three of these skills is the ability to listen and absorb the ideas of others (Rue & Byars, 2004). Good communication is give-and-take, or a two-way activity.

1. Be open to regular input from employees, and regularly act on suggestions for improving productivity and effectiveness.

A happy employee is someone who has an investment in his or her work. Letting an employee participate in the planning of projects or the general running of the department will give them empowerment. This will result in raising the individual satisfactions levels, which helps to boost productivity.

2. Use feedback in communication to insure that all parties are clearly understood.

When communicating thoughts, ideas, or instructions, it is important that the receiver of this information has a clear understanding. Allowing them to repeat or rephrase the communication will let the receiver know that you care that they truly understand. Take into consideration the many differing factors that may influence the understanding or misunderstanding, like ethnicity, personality, and emotions. As a receiver of communication, use the same feedback practices. Repeat the communication and ask for clarification if necessary.

Determining Effective Orientation and Training Methods

Employees spend a great portion of their time at work, and therefore must be comfortable in their knowledge and familiar with their surroundings. It is the supervisor's responsibility to familiarize the employee with the workplace. The supervisor is also responsible for continuous training. The new employee will regularly have questions, and the supervisor is their main source of information.

1. Be available for questions and assistance, and clearly explain other available sources of information.

When an employee completes their initial training and begins to perform their duties, the employee will need continuous guidance and assistance. The employee should feel free to approach the supervisor with any issue, and he or she should also be clear about any other people that are available to help.

2. Include positive feedback whenever possible.

A new employee is building self-confidence in their new surroundings and their job skills. In order to maintain a strong morale in the department, always look for the positive in all situations. Criticism is expected, but never provide negative criticism without also pointing out positive aspects or advising the employee of noticed improvements. Regular monitoring of the employee's progress will give them the reassurance needed and provided a positive atmosphere in which to work.

Improving Productivity for Teams

There are always going to be challenges when working with a team. Different personalities and backgrounds are sometimes the cause of misunderstandings that can lead to a lower morale and lower productivity. McFadzean and O'Loughlin (2000) list five strategies for improving group effectiveness: goal congruence, deliberation, communication, information access, and distraction (p.104, 2).

1. Ensure that all team members are aiming for the same goals.

Regular team meetings provide a forum for discussion of individual ideas in hopes of agreeing on a course of action. When all members contribute ideas and provide feedback to each other, coming to a compromise that all can live with is much more likely. Create a meeting atmosphere that is open to communication. Employees must be comfortable to contribute to discussion, even if their ideas differ from the majority. Team cohesiveness leads to increased productivity because members work together in achieving the same goals.

2. Keep distractions during meetings and in the work area to a minimum.

Team members need to be able to focus on the task at hand in order to maintain production levels. Distractions will negatively effect production and should be avoided. Something as simple as a loud discussion between two team members can cause the entire team to lose focus, in turn lowering production.

Conducting Performance Appraisals

Employees must be kept aware of the quality of their own performance. Regular evaluations will provide the feedback the employee needs as well as the encouragement to improve. An employee that receives regular feedback from their supervisor will be more confident in their performance.

1. Provide regular feedback to employees about their performance. Do not wait for the performance appraisal.

According to Anna Johnson (2006), a huge mistake that supervisors often make is not providing regular feedback (7). An employee cannot be expected to always do things correctly is they are only given feedback during annual appraisals. Get into the habit of letting employees know whether they are doing a good or bad job, and provide instruction for improvement when necessary. No one wants to be surprised by his or her annual appraisal.

2. When criticism is necessary, be constructive.

To maintain a high morale in an employee, it is very important to minimize negativity when offering criticism. Provide helpful instructions to the employee about methods of improvement. An employee who is doing something wrong will change only if they are taught how to make corrections. Constant negative criticism will lower morale, which greatly effects productivity.

Resolving Conflict

Due to the multitude of personalities and backgrounds in work groups, there is bound to be the occasional conflict in opinions and ideas. Conflict can fester, with people taking sides on the issue and dividing the group. This leads to a negative atmosphere in