HAWKES BAY BRANCHINTERNAL WORKSHOP
‘EXPLORING WAYS TO IMPROVE SUPERVISOR
EFFECTIVENESS’
CONTEXT FOR THE PRESENTATIONAlthough a presentation was not used for the workshop it was agreed that a summary of the session in the form of a power point presentation might be a useful resource going forward. It could be used as a session outline and a record of the training or could be used as a foundation for individual presentations. The following should be noted:
Slides include session notes and activity feedback from whiteboards
Resources used in the session are attached as handouts
The handouts used are from public websites except the supervisor self assessment
There may be some caveats regarding the use of NZISM branding if re-using some or all of the slides
TARGET = FRONT LINE SUPERVISORS
WHY THIS FOCUS?Front line supervisors are a hugely influential group in an organisation who often are either:
Under-estimated
Under-utilised
AND/OR
Under-resourced
PURPOSE OF THIS SESSION
Refresh our awareness of the roles and influence of supervisors
Identify what requirements are necessary to ensure effective supervision (skills, tools, support etc)
Explore difficulties/barriers to putting these requirements in place
Consider some actions going forward
** REMEMBER – The value of this workshop will be determined by the level of participation and sharing
PART 1
THE IMPORTANCE OF EFFECTIVE
SUPERVISION
WHAT ROLES DO SUPERVISORS HAVE?
In groups of 2-3
Brainstorm various roles of supervisors
Report back & List on Whiteboard (retain for use)
Review and discuss
Is there significant potential for impact on the business?
GROUP ACTIVITY
ROLES OF SUPERVISORS GROUP ACTIVITY FEEDBACK
LEADERSHIP
AWARENESS
ACCOUNTABILITY
PLANNING
SOCIAL WORKER/MOTHER
COMMUNICATOR
INRTERMEDIARY
TRAINER
MANAGER
RECRUITMENT
DISCIPLINE
QUALITY CHECKER
MANAGING EXTERNAL CONTRACTORS
PRODUCTIVITY
SAFETY
WHAT AREAS OF THE BUSINESS COULD BE IMPACTED?
The level and type of risk will vary with the types of business you operate. There are however some common categories which you can use to guide your thinking and the development of a risk management plan.
Hand out the RISK CATEGORIES list (Appendix A)
Consider which RISK CATEGORIES are likely to be impacted by supervisor roles
Completing a formal risk assessment will help you establish the level of risk that poor performance of specific roles could present
RISK ANALYSIS MATRIX CHART
There are a number of Risk Management Matrix formats however they follow a similar structure.
Review & discuss the Matrix and Rating chart (next Slide)
RISK ANALYSIS MATRIX - RATING
COMMON BUSINESS RISKSGROUP WORK ACTIVITY
Form groups of 2 or 3
Hand out the Risk Matrix example (Appendix B)
Each group pick a different ROLE from the whiteboard list to risk assess
Complete a risk assessment for your selected role (i.e. the potential risk if that particular role was not performed
Feedback resultsAny results significant? Any surprising results?
Consider uses for this exercise:Engage management? Engage supervisors?
WHAT NEXT?
We’ve established how important and influential our supervisors can be but do we really know what’s required to undertake the role?
Let’s explore the SKILL REQUIREMENTS.
PART 2
REQUIREMENTS FOR EFFECTIVE
SUPERVISION
SKILLS & SUPPORT FOR EFFECTIVE SUPERVISION
In order to perform the roles identified supervisors are going to require a range of:
Relevant Skills
Support and Resources
Hand out and Review the Supervisory Skills Assessment form (Appendix C)
Do you think it provides a good summary of the skills and support required for effective supervision?
SKILLS & SUPPORT
GROUP WORK ACTIVITY
In groups of 2-3
Give each statement on the Supervisory Skills Assessment a score out of 10 for how important you think it is (10 is the top mark).
Identify any 7’s, 8’s. 9’s and 10’s These are KEY REQUIREMENTS
Group discussion on results
Score your KEY REQUIREMENTS on how well they are done in your workplace (i.e. a second score out of 10)
Any key requirement you’ve marked at least 2 points lower on how well it’s done is probably a priority
WHAT NEXT?
We’ve identified what’s required for effective supervision however there can be significant barriers to successful implementation.
Let’s identify some of these BARRIERS.
PART 3
BARRIERS TO EFFECTIVE
SUPERVISION
IDENTIFYING ISSUES/BARRIERS - TOOLS
There are a number of tools available to identify underlying issues and barriers to ensuring appropriate skills, support and resources are in place in the workplace.
These include:
Fishbone analysis
5 Why method
Gilberts Behaviour Engineering Model
FISHBONE ANALYSIS
The fishbone analysis is a popular problem solving tool used to identify underlying or root causes of a problem.
Review use and discuss using attendees knowledge
GILBERT’S BEHAVIOUR ENGINEERING MODEL
By focusing on valuable accomplishments produced on the job by behaviour, Thomas F. Gilbert provided the missing link from individual or group behaviour to the economic goals of an enterprise.
E
Environmental Supports
P
Person’s Repertory 0f
Behaviour
M
Management
E
Employee
GILBERT’S BEHAVIOUR ENGINEERING MODEL
If SD & Sr are fixed by management
Skills and KnowledgeMotive/Attitude
Should be
W H E N A L L C H A N G E DA L L G O O D
(needs to change)
IDENTIFYING ISSUES/BARRIERS GROUP ACTIVITY – FISHBONE
ANALYSISIn 2’s/3’s – Each group is to select a specific KEY REQUIREMENT
Handout the Fishbone Analysis worksheet (Appendix D)
Complete a FISHBONE ANALYSIS for your KEY REQUIREMENT
Your problem statement will start with “THE SUPERVISOR DOES NOT/IS NOT”
Feedback results
Summarise on the whiteboard
BARRIERS GROUP ACTIVITY FEEDBACK
Piecemeal Knowledge
Unclear expectations from management
Attitude of Supervisor
Culture
Lack of skills / confidence
Caught up in process ( unable to step back)
Awareness
Training
Lack of tools (forms, processes, motivators, acknowledgement)
Management support
Job protection
No orientation into role
Inability to create trust
Profit/production driven
Unsuitable personality
Physical environment
Personal skills
Ability to manage team dynamics
Cultural needs
Gender differences
WHAT NEXT?
We’ve identified our effective supervisor requirements and some of the barriers to ensuring these are in place however now need to overcome barriers and ensure requirements are implemented
Let’s explore some suggestions, strategies and resources to do this.
PART 4
IMPLEMENTATION(SUGGESTIONS,
RESOURCES, STRATEGIES)
IMPLEMENTATION WHAT RESOURCES MIGHT BE OF
USE?Suggestions from attendees:
ACC Website
E.G. Frontline Leadership
MOE Website
Sport NZ
Other?
Suggestions from attendees:
Produce workshop summary as a ppt presentation (JP & Michelle)
Further workshop (Dan – IMPAC)
Send further ideas to (Jo?) for collation and distribution (Everyone).
IMPLEMENTATION POSSIBLE FOLLOW UP ACTIONS
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