SUPERVISION PPT.pptx

n management supervision means “Overseeing the subordinates at work with authority and with an aim to guide the employees, if he is doing wrong.”

1. UNIT-VIII SUPERVISION AND MANAGEMENT DR.ANJALATCHI MUTHUKUMARAN VICE PRINCIPAL ERA COLLEGE OF NURSING .

2. INTRODUCTIONN Supervision is direction, guidance and control of working force with a view to see that they are working according to plan and are keeping time schedule. Further, they are getting all possible help in accomplishing their assigned work.

3. MEANING ‘Supervision’ comprises two words, namely ‘super’, that is, superior or extra, and ‘vision’, that is, sight or perspective. The literal meaning of the term ‘supervision’ is to ‘oversee’ or ‘to inspect the work of other persons’. Thus, ‘supervision’ refers to an act by which any person inspects or supervises the work of other people, that is, whether they are working properly or not. In management supervision means “Overseeing the subordinates at work with authority and with an aim to guide the employees, if he is doing wrong.”

4. DEFINITIONS According to Vitiates – “Supervision refers to the direct and immediate guidance and control of subordinates in the performance of their task.” Thus, the supervision is concerned with three main functions of management, i.e., direction, immediate guidance and control with a view — (1) To see, they are working, according to plans, policies, programmes , instructions and the time schedule, (2) To guide them at the work if they are doing something inconsistent to directions given and need help so as to let them able to accomplish their assigned task, and (3) To give them directions to get the work done, if necessary.

5. According to G.R. Terry ,Supervision is the task of achieving the desired results by means of intelligent utilisation of human talents and utilising resources in a manner that provides a challenge to human talent. It is concerned with initiating action, putting into effect the plan and decision by stimulation of the human resources of the enterprise. According to Jean Barret , supervision is kind of teaching which involves advising , helping , inspiring , leading and liberating.

6. According to Margaret Williamson – Supervision is process by which workers are helped by designated staff member to learn according to the needs to make the best use of their knowledge and skills and to improve their abilities so that they do their job more effectively and increase satisfaction to themselves and to the agency.

7. Nature of Supervision Supervision earlier conceived as Inspecting and finding fault. Supervision is much more than inspection Now the modern concept of supervision is to guide and help the subordinates in their work by training, educating, guiding and counseling. Supervision includes inspecting another work, evaluating his/her performance and approving / correcting performance.

8. OBJECTIVES AND PURPOSE OF SUPERVISION Purpose: To help the personnel to grow, to know themselves and what they need in order to render the most efficient service and to give them assistance in acquiring knowledge and techniques necessary for self-development.

9. The objectives of supervision include the following: Meeting the predetermined work objectives of providing quality nursing care to patients in a hospital or for preventive, promotive and rehabilitative care to people in the community. Ensuring that the subordinate staff or supervisee does what she is supposed to do. Promoting motivation and morale among all the nursing staff. Promoting team work as nursing care is one of the components of the total care of a patient which can be most effective if provided by the team. Bridging the gap between the workers' personal goals and organizational goals by providing guidance in the right direction.

10. Types Generally there are two types of supervision Direct Supervision Indirect Supervision

11. Direct Supervision Direct observation means concurrent observation of the workers ex:, nurses while they are performing various nursing tasks. Thus on the spot appraisal of the nurses as well as their performance is done in this method. Important point to be remembered while direct supervision Do not loose temper Use democratic approach Give chance to worker to reply Do not talk too much or fast Be human Do not give instruction haphazard way

12. Indirect Supervision With help of record and report of worker Ensure every worker is carrying out allotted work as per plan Analyze monthly progress report of worker. Providing support and guidance to all worker Ensure that worker is utilizing full capacity in job.

13. PRINCIPLES Supervision should not be overburdened to any individual or group. Supervision causing unreasonable pressure for achievements results in low performance and low confidence in the supervisor. Well planned Focus on attainment of goal Strives to make the ward a good learning situation

14. Supervisors should create atmosphere of cordially and mutual trust. Supervision should be planned and adopted to the changing conditions. It calls for good planned and organization. Supervisor must possess sound professional knowledge. Supervision to be exercised without giving the subordinate a sense that they are being supervised. Supervision strives to make the unit a good learning situation. It should be a teaching-learning process.

15. Supervision should foster the ability of each staff member to think and act for herself/himself. Supervision should encourages worker’s participation in decision making. Supervision needs good communication. Supervision should have strength to influence downwards depends on capacity to influence upwards. Supervision is a process of cooperation and coordination. Supervision should create suitable climate for productive work.

16. Supervision should give autonomy to workers depending from personality, competence and characteristics. Supervision should respect the personality of the staff. Supervision should stimulate the workers/staff ambitions to grow in effectiveness. Supervision should focus on continued growth and development. Supervision is responsible for checking and guidance. Good leadership is part of good supervision.

17. Technical Vs. Creative Supervision Technical methods are some of the basic supervisory skills which need to be trained. Group conferences, group discussions. For example, techniques of service study, record construction, time study etc. Creative supervision provides maximum adaptation to the situation. For example, instead of an orientation period of two weeks for each new staff member, a variable plan in both contents and time according to the needs of each individual should be formulated.

18. Co-operative Vs. Authoritarian Supervision - In co-operative supervision there is a full participation of each member of the group in planning, action and decision where as in authoritarian supervision responsibility centers entirely on the supervisor, with the staff following his / her orders. Both are needed according to situation and circumstances. Scientific Vs. Intuitive Supervision- Scientific supervision relies on objective study and measurement than personal judgment or opinion. Where as intuitive supervision needs to be maintain the interpersonal relationship. The supervision needs a sensitive

19. Tools and techniques of supervision

20. Common Techniques & Tools of Supervision are: i ) Observation, e.g. through field visit, spot-checking. ii) Supervisory Rounds: Rounds should be constructive in criticism and may be followed by group discussions or conferences. iii) Individual and / or Group Conferences: Group conferences are: Meetings in which all members take part in the discussion of a Planned outline, under the guidance of a leader who has previously determined the objective he wants to achieve / teach. iv) Check List v) Rating Scale.

21. vi) Written Policies, printed manuals, bulletin boards, etc. vii) Reports written / or verbal viii) Records including anecdotal records. ix) Follow-up visits and evaluation. x) Staff meeting. xi) In-service education

22. STAGES/PROCESS Techniques are based on three stages:- • Stage one : “Preparation for supervision” • Stage two :- “ Supervision “ • Stage three “Follow up of supervision”

23. STAGE ONE :   PREPARATION FOR SUPERVISION Relevant Problems which may arise . • The performance of individual members of staff • The effective utilization and management of limited resources covering 3 Ms. i.e manpower, material and money. In other words these refer to human. material and financial resources. Proper preparation includes the following activities • Study of documents, (manpower list, m/c technical specifications, mine conditions etc) • Identification of priority for supervision. Prioritise areas, activities and tasks related to nursing care services in a hospital or in a community which should be supervised. • Preparation of supervision schedule .

24. STAGE TWO :   SUPERVISION After the preparation; supervisory work is done . In this stage the tools which are to use may include: • Job description • Task description • Weekly time table • Checklist and or rating scale for each task

25. As a supervisor you are expected to perform the following activities in this stage: i ) Establishing Contacts . (with persons u need to interact regularly viz service engineers, drivers, over man / foreman etc. ii.) Review of the objectives , targets and norms . iii. Review the job description. (suggest changes in any). iv. Observe the staff’s motivation . v. Observe for any potential conflicts .

26. STAGE THREE :   FOLLOW UP OF SUPERVISION Each supervisor must prepare a report on the observations made during supervision. This report is used as a tool for taking follow up actions which may include: • Reorganization of time –table/ workplan /duty roster • Organizing in-service training programmes /continuing education programmes for workers under your control. ( if u have found shortcomings) • Initiating changes in logistic support or supply system . ( if u have found shortcomings) • Initiating actions for organizing staff welfare activities. (without much interference from ur boss) • Counseling and guidance regarding career development and professional growth.

27. Styles of supervision Task Centered Employee Centered Supervison There are three other supervisory styles : An autocratic or critical supervisor A benevolent supervisor A democratic supervisor

28. Task Centered- When the supervisor emphasizes the task more than the performer whom she/he supervised. This type of supervisors probably believe that 'Ends' are more important than the 'Means‘ Employee Centered Supervisor - Such supervisors are people oriented. They believe that concern for workers/staff, their needs and welfare is very important. Therefore, if employees are well taken care of, they will be able to work well and be capable of taking on responsibilities

29. OTHER An autocratic or critical supervisor who can not tolerate any deviation from norms, lack of quality in work, lack of discipline etc. the decisions are always made by herself himself and such supervisors demand subordinates only to follow their directions as given. A benevolent supervisor who is very protective of her subordinates, keeps telling them what they should do and what they should not, thus providing constant direction. Such supervisors are usually liked by workers but are effective as long as they are physically present as they tend to develop the subordinates as dependent followers. A democratic supervisor who believes in a style of "Let us agree on what we are to do" in dealing with the subordinates. Such supervisor provides guidance only when requested by the subordinates. The subordinates with this type of supervisor tend to develop confidence in their work. They are quite independent and cooperate with one another and work together.

30. Supervision – Significance Supervision is primarily concerned with overseeing or watching the performance of workers under his control. He plays an important role in the management set up. He is the person who is directly connected with the workers and acts as a vital link between the management and workers.

31. IMPORTANCE Issue of Orders and Instructions Planning and Organizing the Work It is Important at All Levels Vital Link between Workers and Management Motivating Subordinates Feedback to Workers Proper Assignment of Work

32. ROLE OF SUPERVISORS 1. Help his/her workers to develop their innate qualities to improve their performance 2. Help his/her subordinates to adjust to their job requirements and to develop 3. Make the workers loyal towards their organisation 4. Provide expertise, skills, knowledge and experience to make workers learn without fear and hesitation 5. Encourage free communication 6. Develop employee potential to an extent where they need no supervision 7. Cooperate with other supervisors 8. Prove a good link between the management and workers

33. 9. Solve personal problems of his/her subordinates to the extent possible 10. Maintain discipline 11. Correct the mistakes of his/her subordinates 12. Explore new fields of knowledge 13. Introduce new, useful and scientific methods of production and administration 14. Have a clear understanding about his/her plan of action 15. Know his/her job, duties, responsibilities, authority, accountability and so on 16. Divide responsibilities and duties to his/her subordinates rationally and scientifically 17. Listen and look into the grievance of his/her subordinates 18. Delegate authority and win their confidence.

34. Administrative - Assigning duties or preparing duty roster, providing materials and supplies to facilitate the staff's performance etc. are administrative functions. Teaching - By sharing knowledge, providing technical guidance a supervisor plays the role of a teacher. Helping - The supervisor offers help by solving problems faced by the staff and to complete her work particularly in emergency.

35. Linking - The supervisor acts as a communication link between the staff and higher authorities and other members of the team. For example a ward sister or sister in charge is the linking person between the nursing staff and Assistant Nursing Superintendent, Deputy Nursing Superintendent, doctors treating the patients etc. Evaluation - Each supervisor is supposed to carry out performance appraisal of all the staff working under her in a unit and provide feedback for improving their efficiency.

36. Factors of effective supervision Technical and managerial knowledge Human relation skill Leadership skill Relief from non supervisory duties Improved upward relations Effective Communication Impartiality Clear instruction Proper working condition

37. Technical And Managerial Knowledge Competency and ability of supervisor affects supervision in the organization. A supervisor must have knowledge about his responsibilities and authorities. He should be familiar with technical knowledge such as machine, installation, production process etc. For effective supervision, he should be well known about rules and regulation, plans and policies of the organization. Otherwise he cannot properly supervise subordinates at work.

38. Leadership skill Supervisor is a operating manager. He is a leader of his subordinates or employees in the organization. So, he should posses necessary leadership skills to motivate and inspire subordinates for better performance. So, managerial and personal leadership qualities are essential for effective supervision.  Relief from non-supervisory duties: To make the supervisory duties purposeful, the supervisors are to be relieved of many routine activities that divert their attention from the real job. Submission of numerous reports and returns by supervisors is, to say the least, unnecessary for the job of supervision.

39. Human Relation Skills For effective supervision, human relation skill of the supervisor plays very important role. A successful supervisor always adopts employee-oriented approach. He treats subordinates as a friend rather than a boss. He focuses on the problems of the employees and takes appropriate steps to solve them. This helps to encourage subordinates and lead to better productivity.  d. Improved upward relations: Top management must pay adequate attention and thought on supervisory jobs to ensure a good quality of supervision. Problems of supervision usually arise from omissions, mistakes and negligence on the part of superior mangers. Hence, for any improvement in supervisory position, the supervisors’ upward relations must be well established.