Best Practices Manual for Supervisors
The aim of this paper is to expound the six important factors that would help a supervisor apply his best practices in the field of business. The basic foundation of ethical standards applicable in business includes application of best practices for supervisory assignments.
Supervisors are assigned to oversee the activities of the much- lower ranks in an organization. In the world of business, supervisors are very relevant as they keep the work in the company organized and proper. In line with that, there must be best practices manual for supervisors although they differ in each other for their personality, supervision style, focus, and goals. A supervisor is also said to be a person of the counselor as it gives direction in the workplace. It is a necessity for a supervisor to get along well with other people particularly on its subordinates.
A good relationship between the supervisor and the people he supervises could improve sales, attract more clients and lessen employer-employee conflicts. It is also said that good supervisors are born, however there is a much interesting realization for that matter. In order to become a good supervisor, attending training experiences and learning knowledge and skills about supervising people in an organization are
Essentially, the supervisor must also respect his supervisees so that good working relationship could be developed within a given organization. Aside from that, supervisors must also be at ease with the authority and evaluative functions intrinsic in the role of a supervisor, giving clear and frequent indications of their evaluation of the counselor’s performance (DiAnne, 1994, p. 1). Demonstrating Communication Skills One of the most important skill that a supervisor must develop is the art of communicating well with is supervisees.
As such, there is a need to recognize well the necessity of effective communication with other people. Aside from that, there must be efforts on the part of the supervisor to determine the factors that influence communication like the environment and personal barriers (“Supervisor Training”). Ability to identify the factors that affect communication would help a supervisor adapt to the environment and properly communicate with his supervisees in a given organization. The use of necessary communication skills will also aid the supervisor to impart its message well to its recipient.
Moreover, another thing that a supervisor must develop is the ability to listen well with the response, claims, suggestions and opinions of his audience. Effective listening skills would give rise to a positive and optimal result (“Supervisor Training”). There are times the failure of a given business organization resulted from poor communication skills which include inappropriate listening attitude. An example of the situation is when a particular supervisor disregards the opinions and claims of his supervisees for mere negligence and disinterest as reasons.
Specifically, a supervisor must be able to decide well in a given communication process. There may be instances that a message from the supervisees needs a shift from No situation to Yes situation of which the supervisor must adequately determined and properly weighed in order to provide a positive and useful decision. In that case, proper communication skills could make the two parties convey the right ideas that would contribute to the resolution of the problem in a given exchange of communication.
Determining Effective Orientation and Training Methods In a given organization specifically business-related endeavors, the development of skills is a very important factor that makes its operation successful. It is the role of the supervisor to determine effective orientation and training methods. Therefore, a supervisor must learn to identify effective training techniques for its supervisees in order to make sure that such training could result to full development of skills.
In relation with that, there are myriad factors to consider for a supervisor to know what are the effective orientation and training methods of his supervisees. Essentially, orientation is a plan and its implementation such that a new employee might be oriented and be familiarized of the company’s organizational structure, his work unit, co-workers as well as job duties (“Best Practices Manual for Supervisors”). In that case, a supervisor must be able to orient a new employee properly so that it can work well within the organization through the performance of its duties and responsibilities of the company.
Aside from that, a supervisor may be able to determine the right training methods for its supervisees by means of proper assessment of training needs and the corresponding design of training programs in order to meet those needs (“Best Practices Manual for Supervisors”). Basically, a training and orientation program must involve the duties of a new employee in the organization. It must be inculcated in the employee’s mind that his skills that are useful in the performance of his functions and duties in the company are valuable assets for the company to be successful.
Lastly, orientation must also include explanation to the employee about procedure, policies and deal with issues such as employee behavior, codes of conduct, mission statement and the morals of the company (“Best Practices Manual for Supervisors”). These matters must be explained to the employee so that in case of future problems, it was already made clear to the employee the corresponding consequences of his action and how to assert his rights in case fairness and justice needs to be implemented against the organization.
Improving Productivity for Teams Productivity is a factor that a business organization must develop since it is a basis of success. It is said that productivity is a unit of output per employee per hour (“Best Practices Manual for Supervisors”). In order to have an increasing rate of productivity in an organization, improvement of productivity must be done though development of methods. Since the methods of improving productivity for teams are varied, careful analysis and assessment of personalities of the team members should be done.
There should be an effort to prevent any clash of the personalities of the employees in a given team so that increasing productivity rate can be attained. Group tasks must be assigned by the supervisor in a structured way so that any clash of personalities of the employees can be prevented. Those employees whose personalities do not go well with each other must be given individual and separate tasks (“Best Practices Manual for Supervisors”). When teams comprise the schedule to meet, the presence of the supervisor is necessary.
Moreover, situating definite course of action for meeting and specific deadlines for project achievement allows for team members to exert efforts in the direction of the company’s goal (“Best Practices Manual for Supervisors”). There are also two important factors that improves productivity and these are organization and effective communication. Hence, the supervisor must make sure that good organizational structure and effective communication channels are being set up in the company. Conducting Performance Appraisals Performance appraisal of employees in a business organization is a supervisor’s duty.
It is a process by which a supervisor would know the improvements of an employee in the performance of its job. Performance appraisal should be done in a regular basis since it could give the supervisor an idea on what kind of trainings to be incorporated in the training programs and methods of the company. However, the most critical of performance appraisal is the one that is done annually (McNamara, 2008, p. 1). Through performance appraisal, supervisors would feel better about its job and the subordinates would know the expectations of the company in the performance of the job.
It will also strengthen the working relationship of the supervisor and its subordinates since credibility and honesty of both parties are being shown and issues of performance are resolved. There are other activities that a supervisor must accomplish in order to conduct performance appraisal or review properly. Basically, there is a need for the supervisor to design a legally-valid performance appraisal process (McNamara, 2008, p. 1). The process must be clearly and appropriately explained and described in a personnel policy.
Second, there should be a design for a standard form for performance review of employees. Next, the supervisor must initiate the performance appraisal process as well as set meetings for that effect (McNamara, 2008, p. 1). There must also a proper documentation of all inputs in the records. Major accomplishments of particular employees must also be recorded. As such, the supervisor needs to also record shown strengths and weaknesses in accordance to the scope on the appraisal form, and propose measures and training or development to perk up performance (McNamara, 2008, p. ).
The appraisal meeting must be conducted with the presence of all concerned and finalize the appraisal form on time. Finally, there should be no surprises to the employees regarding the entries of the appraisal from such that disclosing information to them must be done properly for mutual benefits of the company and the employees. Resolving Conflict There is no doubt that the supervisor must be a good pacifier in times on conflict within the organization. Resolution of conflict is a tough job and it is up to the supervisor on how to patch things properly.
Conflict is a forceful process that does not usually appear suddenly. In fact, conflict usually comes through a number of stages, or cycles (“Best Practices Manual for Supervisors”). In connection with that, the supervisor must be aware of the stages or cycles of conflict. The stages of conflict include latent conflict, perceived conflict, felt conflict, manifest conflict and conflict aftermath (“Best Practices Manual for Supervisors”). If a supervisor is expert in determining all these cycles, it would be easy for him to resolve conflicts in a given time.
Practically, there are two kinds of conflict and these are negative and positive. Both kinds of conflict may affect the organization if not resolved under the terms of fairness and justice for the parties. Aside from that, a supervisor must prepare a plan in order to resolve different kinds of conflict. Good communication skills come to the rescue wherein differences of concern arise tremendously. The supervisor must be a good listener to both parties so that biases and unfairness can be prevented to happen. There must be strategies that a supervisor must utilize in resolving conflicts.
Lastly, compromising is the crucial aim to conflict resolution. Hence, the supervisor must also ensure that positive compromise could be attained in the conflict resolution process. Improving Employee Relations Supervisors are expected to improve the employee relations. The reason behind the rule is to maintain comfortable and good working conditions within the work premises. The best way to maintain good employee relations is to impose discipline. N a given business organization, effective and fair discipline must be implemented in order to prevent conflicts.
Another important factor is to effectively explain to the employees the policies, procedures and guidelines of the company (“Best Practices Manual for Supervisors”). In this way, employee relations can be improved as time goes by. Basically, the employees should know the rules that correspond to discipline and right conduct. They must be aware on how the rules be enforced within the workplace for them to know the sanctions in case they would violate rules and regulations. These actions could make the supervisor maintain a sense of trust and confidence with its supervisees (“Best Practices Manual for Supervisors”).
Finally, the employees cannot be punished of the infractions that they are not fully informed of. It is the role of the supervisor to let the employees be aware of the rules of the organization, its standards, policies, and the consequences of every infraction. The supervisor must also explain to the employees why there is a need to discipline them. In this way, there will be no misunderstanding between the supervisor and the supervisee that are both working for mutual benefits in the company.
Essentially, an official regulation process typically starts with an oral warning and continues through a written warning, suspension, and eventually discharge (“Best Practices Manual for Supervisors”). Legal procedures must also followed by the supervisor in doing all these process with the human resources department so that possible legal suits can be prevented. Conclusion In conclusion, it can be understood that effective communication skills can help the supervisor implement the best practices manual.
The tasks of the supervisor like resolving conflicts, maintaining and improving employee relations, implementing training programs need a supervisor’s keen eyes and good communication skills. The supervisor must know how to deal with issues that involves his supervisees. Listening on both sides during conflict resolution must also be mastered by the supervisor so that fairness can be applied in the process. Finally, both employees and supervisors can be protected of their jobs if there is a good working relationship between them.
There should be a regular performance appraisal in order to make sure that the working skills of the employees are developed and honed in the process. As such, the company could have an increase of profits for the benefit of all employees and the company. A successful company could mean raise in salaries and other form of compensation that benefits all those who are working for its progress. The role of the supervisor then is to make sure that all things are in the right perspective as the company operates in the economic system.