Professional Behaviour -Supervise Personnel

Case study

Jody, a graduate, has recently joined a new company as an intern. She is excited about her new role and the skills she will learn. On her first day, Jody meets the team and her supervisor, and is asked, as one of her first tasks, to "help" other team members — though she isn't sure what this means. As the days pass, Jody grows despondent, as her supervisor has not outlined her tasks or discussed her job description with her. When she raises the topic, her supervisor offers little guidance.

Days turn into weeks, and Jody becomes bored with her job, as her supervisor keeps her doing odd jobs around the office and nothing more. Realising her supervisor is unlikely to offer her the opportunities she needs to grow, Jody reluctantly begins applying for other jobs outside the division.

What is a supervisor?

A good supervisor is an asset to any organisation, helping others reach their own personal career goals. A supervisor is generally the person responsible for the progress of their immediate personnel and team members, and for productivity on their specific projects. This includes making decisions, solving problems, planning, hiring new staff, managing employee performance, delegating tasks, and ensuring employees comply with company policies and regulations. Most supervisors have strong communication and organisational skills.

What are the responsibilities of a supervisor?

Supervisors generally have several responsibilities within the workplace:

- Managing the workflow. One of the most important responsibilities of a supervisor is managing a team — defining goals, communicating them clearly, and monitoring team members' performance. A supervisor must also oversee the tasks needed to complete a project and manage the overall workflow.

- Training new recruits. It is the supervisor's responsibility to help new employees adjust and understand what is expected of them, including orientation and briefing them on company policies and regulations. The supervisor may work with the HR department to ensure new recruits receive the information and guidance they need.

- Performance management. A supervisor may need to assess each team member on aspects such as performance, punctuality, professionalism and compliance with company rules, and report these findings to senior management.

- Evaluating performance and providing feedback. After a performance evaluation, a supervisor must provide constructive, positive feedback, which may include setting individual or team goals and identifying appropriate rewards for achievements.

- Resolving employee disputes. Employees may sometimes experience conflict in the workplace and approach their supervisor to help resolve it. The supervisor must give the employee their full attention, using active listening skills to understand the issue and find an appropriate solution. For minor issues, a supervisor may act as a mediator.

Supervisors carry many responsibilities, and at times may feel overwhelmed or underqualified to manage them all. If a supervisor notices that employees are frequently absent, producing sub-standard work, or that the work environment is fraught with friction, it may be time to reassess their supervisory style. There are several ways a supervisor can strengthen their supervisory skills:

- Provide support. A supervisor must strike a balance between over-managing and under-managing staff. Over-managing creates unnecessary pressure and can prevent employees from producing their best work, while under-managing leaves employees without the information and guidance they need. By being available to staff, a supervisor can guide and support their team, offer information, and trust staff to carry out their tasks well.

- Offer praise. One of the most effective ways to improve your supervisory style is to be generous with genuine praise. Every employee wants recognition for their contribution, and acknowledging good work shows your team that their efforts are valued.

- Support employees' career development. A good supervisor encourages team members to attend training, classes or online courses to build their knowledge, skills and professional development.

- Take responsibility for your team. A good supervisor is accountable for the actions and mistakes of their team. By actively managing workflow and monitoring performance, supervisors can identify and resolve issues before they escalate.

- Create a positive work environment. A positive work environment is critical to a team's effectiveness. A good supervisor discourages office gossip, encourages team members to manage their emotions constructively, and fosters an environment of trust and openness, both between supervisor and team, and among team members themselves.

- Provide feedback. Supervisors must ensure they provide positive, constructive feedback that supports employee growth and learning.

Conclusion

A supervisor carries significant responsibility towards both their staff and their employer. Being a good supervisor takes practice, the honing of various skills, and patience and understanding towards employees, as well as a genuine commitment to helping team members advance in their careers. Given what is expected of the role, it is always worth investing in developing one's supervisory skills.