Lesson 1: Defining Supervision

Introduction

According to the Oxford Dictionary, supervise means “to be in charge of somebody/something and make sure that everything is done correctly, safely, etc.” (Oxford Dictionary, n.d.). This traditional definition of supervision illustrates the connection between supervisors, their subordinates, and the work involved. However, the definition does not offer guidance on how to effectively carry out tasks such as delegation, decision-making, coaching, instructing, motivating, or leading.

Supervisor Responsibilities

Public works and housing managers are considered supervisors as they are responsible for overseeing the work of their employees and ensuring that projects are completed in accordance with established policies and procedures. They often perform tasks such as planning and organizing projects, delegating work to employees, monitoring performance, enforcing rules and regulations, and communicating with stakeholders (community members, band, council etc.). The list below categorizes general supervisory responsibilities/duties:

1. Planning and Organizing: Determine how to handle the workload and organize the work accordingly.
2. Work Processing: Assign tasks and provide employees with the necessary resources to complete them.
3. Operation Control: Ensure that work meets established standards and track costs and materials.
4. Enforcing Rules: Ensure that employees adhere to established procedures and regulations.
5. Communication: Interact with staff at all levels and maintain an open line of communication.
6. Improving Processes: Identify ways to enhance work processes and troubleshoot job-related issues.
7. Handling Personnel Issues: Administer leave, benefits, pay, job changes, overtime, and other personnel matters.
8. Training and Development: Orient new hires, boost morale, and plan for succession.
9. Safety and Security Monitoring: Proactively prevent issues, handle accidents and illnesses, and protect equipment and supplies.
10. Acting as a Representative: Represent the organization or team as needed.

For many supervisors, the biggest challenge is balancing two important kinds of responsibilities:

1. Getting the work done
2. Taking care of the team

If a supervisor prioritizes completing tasks above the team’s well-being, it can create a negative “authoritarian” atmosphere and lead to the team resenting the supervisor. Conversely, if a supervisor solely prioritizes the welfare of the team, it may lead to decreased productivity and a positive “lenient” atmosphere. An effective supervisor strikes a balance between both and finds ways to achieve efficient productivity while fostering a supportive team environment.

So, how do supervisors get work done, while also tending to the needs of their team? Both are important to balance, but having a plan for how to execute each responsibility helps tremendously. Here are some steps for each.

Steps for getting work done:

1. Planning in Advance
   This means identifying what needs to be done and when, establishing priorities, assigning work to team members and following up to ensure that the plan has been implemented and adjusting it when necessary.
2. Allocating Resources
3. As a supervisor, it’s essential to allocate resources effectively to get work done efficiently. This involves making informed decisions about assigning tasks, managing budgets, and ensuring that the team has the necessary tools and materials to complete the job.
4. Make Decisions
   Making decisions efficiently is crucial to ensuring that work is done on time and with quality. This involves gathering information, analyzing it, and making informed decisions that consider the goals of the team, available resources, and potential risks and benefits of different options. The first decision is to plan and allocate resources, decisions after that are to adjust the plan accordingly.
5. Measure and Report Results
   It is important to measure and report on the results of your team’s work to evaluate their performance and identify areas for improvement. Regular reporting and analysis of key performance indicators can help you make data-driven decisions and adjust your strategies to optimize productivity and efficiency.

Qualities and Skills of a Good Supervisor

What makes a good supervisor?

A good supervisor has a variety of skills and qualities that enable them to provide effective leadership and motivation to their employees. Here are five examples of qualities that make for a good supervisor:

• Interpersonal Communication Skills: Interpersonal communication involves adapting language and strategies to communicate effectively with individuals of varying personalities and knowledge levels. Effective supervisors use interpersonal communication to interact with managers, customers, and lower-level employees.
• Assertive Decision-Making Skills: Supervisors must make assertive decisions, even when difficult, to achieve team goals. This includes disciplining employees for issues such as tardiness or misconduct. Confidence and assertiveness are necessary to carry out disciplinary actions.
• Positive Attitude: Employees look to supervisors for guidance and direction throughout the workday. Therefore, a good supervisor needs to maintain a positive attitude regardless of the situation. This ensures that employees adapt the same attitude and carry out their job activities in a productive way.
• Adaptability: Adaptability is a vital skill for supervisors to adjust and respond effectively to changing situations, circumstances, and environments. It enables them to make informed decisions and lead their team towards achieving their goals. For example, supervisors should be able to create and adjust work schedules to accommodate employee time off, sick days, or family emergencies. Remaining flexible and reorganizing work schedules is essential to ensure employees’ well-being and maintain productivity. A supervisor’s adaptability helps them effectively manage their team and ensure their success.
• Compassion: It is important for a supervisor to be compassionate towards their employees, showing empathy and understanding towards their challenges and needs to help them succeed. A good supervisor recognizes that their employees have varying levels of knowledge, skills, and experience, and need different levels of support and guidance to perform well in their role.

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