Effective Communication for Supervisors.pptx

Effective Communication for Supervisors

1. EFFECTIVE COMMUNICATION OF SUPERVISORS

2. COMMUNICATION SKILLS OF SUPERVISORS The supervisor serves as the link between the management and the workforce. The top management articulates the vision, middle management devises the strategy, and the supervisor has to ensure that the workforce performs the work. The supervisor must be able to effectively communicate horizontally and vertically. People in organizations spend over 75% of their time in some form of interpersonal situation ( Furst , 2014) .

3. ROLE OF COMMUNICATION IN SUPERVISION Communication skills are core competencies expected in any position within the workplace. The ability to communicate with employees at every level in the organization is important to improve department operations and the performance and productivity of the employees.

4. EMPLOYEE FEEDBACK Supervisors are responsible for providing employees with constructive feedback. Effective communication between supervisor and employee is important because the way supervisors interact with employees affects how well employees receive supervisor feedback. A supervisor with the capability to communicate work directives and provide clear employee feedback in a manner that motivates employees instead of alienating them is a more effective leader.

5. Interdepartmental Relationships Communication with colleagues is part of the supervisor’s daily routine. Supervisors exchange information, ideas, and recommendations with colleagues in creating interdepartmental alliances. Communication when used negatively may ruin effective supervision.

6. Resolving Conflict Resolving workplace conflict requires communication skills, and in particular, the ability to listen. Employees who complain to their supervisors about workplace issues have the reasonable expectation that the supervisor will provide support and guidance.

7. Supervisors as Role Models Supervisors model behavior for their employees to emulate. Employees observe their supervisors' communications with others and learn to use the same techniques in their professional and personal relationships.

8. Performance Management Communication is one of the essential components of an organization’s performance management system. This fosters the necessary two-way dialogue that must occur during performance appraisals and improves the ability of employees to meet the organization’s expectations.

9. Self Promotion Promotions are often more available to supervisors who have good verbal and written communication skills and the ability to develop positive relationships with others in the workplace. Supervisors’ communication skills are important for their own careers.

10. communication tips that supervisors may find helpful General Communication Be straightforward and direct in all communications Listen when you are not speaking. Keep your voice volume at a moderate level.

11. communication tips that supervisors may find helpful Assigning Tasks Be clear about your expectations Consider giving written instructions or expected outcomes If you are unsure about your clarity, ask the employee to summarize what you have said Designate who is responsible for tasks and projects Make sure deadlines are clear and manageable.

12. communication tips that supervisors may find helpful Communicating Limits & Standards Set clear limits and observe them Be clear about standards Be clear about the consequences Keep it simple when correcting an employee Give praise and recognition for work well done

13. Essential Communication Skills Every Supervisor Must Master Active Listening Conflict Resolution Motivation and Influence Body Language Transparency Empathy Praise & Recognition

14. ACTIVE LISTENING Active listening involves maintaining eye contact, listening to understand and asking clarifying questions, reflecting, summarizing, and remaining attentive while resisting the urge to be judgmental or to interrupt.

15. CONFLICT RESOLUTION Effective supervisors understand that conflict is a given and that they play an important role in managing conflict, and setting a good example through their own actions.

16. MOTIVATION AND INFLUENCE Motivation is a driving force that propels employees towards achieving their goals, which in turn contributes to the organization’s overall success. Through their motivation and influence supervisors are able to guide employees to effective action, even when employee commitment may be low. 

17. MOTIVATION AND INFLUENCE

18. BODY LANGUAGE The unspoken part of communication Reveals our true feelings Gives impact on our message

19. NEGATIVE BODY LANGUAGE Arms folded in front of the body Minimal or tense facial expression Body turned away from you Eyes downcast, maintaining little contact

20. NEGATIVE BODY LANGUAGE Nail biting Locked ankles Rapid blinking

21. NEGATIVE BODY LANGUAGE Tapping/drumming fingers Fidgeting

22. BODY LANGUAGE Sitting slumped, with head downcast. Gazing at something else, or into space. Fidgeting, picking at clothes, or fiddling with pens and phones. Writing or doodling. SIGNS OF BOREDOM

23. POSITIVE BODY LANGUAGE Have an open posture Use a firm handshake Maintain good eye contact Avoid touching your face Smile Figure 1. Figure 2. Figure 3. Figure 4.

24. POSITIVE BODY LANGUAGE Have a positive posture Keep your head up Practice and perfect your posture Use open hand gestures Figure 5. Figure 6. Figure 7. Figure 8.

25. TRANSPARENCY Transparency reflects the ability to be open and honest in communications Honest about the feedback Consistently delivering clear and concise messages

26. EMPATHY Empathy involves understanding. Supervisors convey empathy by listening well, asking clarifying questions, and reflecting on what they have heard.  Effective supervisors let employees know that they understand their needs, concerns, and ambitions.

27. PRAISE AND RECOGNITION Employees need feedback to understand how they’re doing. Acknowledging outstanding performance through written and verbal praise and recognition

28. Thank you!

29. REFERENCES Furst , P. (2014). The Role of Communication in Effective Supervision. International Risk Management Institute, Inc (IRMI). Retrieved from https://www.irmi.com/articles/expert-commentary/the-role-of-communication-in-effective-supervision Chron. (2021). Importance of Communication Skills for Supervisors. Retrieved from https://smallbusiness.chron.com/importance-communication-skills-supervisors-10255.html