TOPIC 1:

THE MEANING, SCOPE AND NATURE

OF SUPERVISION

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1.1 TOPIC OBJECTIVES

At the end of this course, students are expected to:-

• Have a general understanding of supervision
• Identify the level of the supervisor ’ s position in the
organizational hierarchy
• Describe the functions of a supervisor
• Show an understanding of the responsibilities of
supervisors
• Describe the competencies of a good supervisor.

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1.2 GENERAL OVERVIEW

Due to the current world’s development and transformations,

 Organizations are recruiting people who are well educated
and very well know their rights.
 New labour legislations are enacted to safeguard workers’
rights.
 Workers are no longer intimidated by physical forces like in
the past.
 Best efforts out of employees is achieved through respectful
treatment by managers
 Today, efficiency is brought by friendliness and mutual
confidence between superiors (bosses) and the
subordinate (workers).
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cont…

• Today, supervisors are therefore faced with many

associated challenge of effectively managing people.
Challenged as they are to influence to be self-motivated to
contribute fully to the objectives of the organizational unit
and the organization as a whole.
• To meet this responsibility, supervisors must be highly
qualified person with professional knowledge on the factors
influencing human behavior. They must also know its
application in the management of people in organizations
and the entire complex society.
• Supervisors need to be innovators and idea generating
people.
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cont…
 Supervision is a management function performed by all
managers in an organization at one time or another.
 Despite this, the focus of this course is on lower level
managers who have direct responsibility for supervising
non-managerial employees.(Ref.Fig.1.1)
 Thus, the success of management in an organization is
largely dependent on the effectiveness of its supervisors.

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 Figure 1.1
Levels of organizational management

Top
Managers

Middle
Managers

Supervisors

Non-management

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1.3 MEANING OF SUPERVISION

 Generally supervision refers to different roles played by the

low level managers in the organization.
 Supervision can be simply defined as process of
encouraging the members of an organizational unit to
contribute positively towards accomplishing the
organization’s goals and objectives.
 It is a management activity and therefore supervisors have
a management role in the organization.
 To supervise an activity or a process means to ensure that it
is done correctly.

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cont…
 Though the above definition is simple, the job of supervision
is quite complex.
 In management, the term “supervisor” encompasses titles
such as foreman, office manager, ward sister, sergeant,
chief clerk, shift leader, superintendent, head steward and
project leader.
 A supervisor serves as a link between operative employees
and higher levels of management. They provide link
between management goals and meaningful employee
effort.

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Types of Management Skills
Interpersonal Skills
Human or people skills

Technical Skills
Proficiency in specific activities, processes

Conceptual Skills
Ability to view organization as interrelated parts
 Supervisor’s Balancing Act
Responsibilities Establish strong relationships with employees
to Employees that encourage open and honest exchange,
as well as ensuring that the employees have
the resources to effectively do his or her job.

Responsibilities Establish a relationship of cooperation and

to Peers teamwork.

Responsibilities Supervisors owe their superiors allegiance

to Superiors and respect.
Supervisor’s Responsibility to
Employees
• Getting to know them as
individuals
• Giving them the respect and
trust they deserve
• Valuing their uniqueness and
individuality
• Assigning employees work
that fits their abilities
• Listening to their concerns
• Treating them as they want
to be treated
• Providing them with
adequate instruction and
training
• Enabling them to do and give
their best
• Encouraging them to be
lifelong learners
• Handling their complaints and
problems in a fair and just
way
• Safeguarding their health and
welfare while on the job
• Praising and providing
constructive criticism
• Providing examples of proper
conduct at work
 Why Invest in Peer Relationships?
• Normally represent the bulk of your friends and associates at
work
• Represent an enormous pool of talent and expertise
• Have knowledge about the company and its culture
• Source of advice on handling difficult situations
• Additional means for getting things done
• Emotional support
• Obtaining feedback
The Supervisor’s Responsibilities to
Superiors
• Valuing their uniqueness and individuality
• Giving them your best effort and the support they require
• Transmitting information about problems, along with recommendations
for solving them
• Operating within the company’s policies
• Promoting the company’s goals
• Striving for constant improvement
• Seeking their counsel and using it
• Using the organization’s resources effectively
• Keeping them informed about the unit’s status
• Assigning employees work that fits their abilities
 Finding the Balance
Effectiveness Efficiency

Means accomplishing stated Means doing things with

goals minimum expense of time,
money, and other resources

Without efficiency: Without effectiveness:

Getting the task done but at The essential tasks may be
great cost to the organization. undone or incomplete.
Can be tolerated in the short- Intolerable by organizations.
run, but not long-term.
 What is the Supervisor’s Role?
Role Expectations and demands placed on the supervisor by
employees, peers, superiors, family and friends, as well as
Prescriptives organization influences such as policies, procedures, job
descriptions, union contracts, etc.

Role Conflict Occur when conflicting and contradictory demands are

made on supervisors.

Role Occur when supervisor is not sure of the role he or she is

to play, resulting from unclear or non-existent job
Ambiguity descriptions, orders, rules, policies, or procedures.

Role Successful organizations clearly prescribe roles and create

environments that support and encourage employees to
Performance perform their roles as prescribed.
 What Do Supervisors Do?

• A skilled supervisor can take

an underperforming or
chaotic
situation and get it humming

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 What Do Supervisors Do?

• Less-competent
supervisors
can cause damage to a
successful enterprise
Companies with better
supervisors have:
Lower turnover rates
Higher profit & sales per employee

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 Types of Managers

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 What Else Do Supervisors Do?
• Supervisors fill various roles…
Figurehead
Leader
Liaison
Spokesperson
Negotiator

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 What Else Do Supervisors Do?
• Top and middle managers
both have managers for
subordinates—they are in
charge of other managers

First-line supervisors have

workers, or nonmanagers
as subordinates

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 What Else Do Supervisors Do?

• Top managers spend more

time planning and setting
goals

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 What Else Do Supervisors Do?

• Middle managers translate

the goals into specific
projects

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 What Else Do Supervisors Do?
• First-line supervisors concentrate on
directing
and controlling the employees who actually
do the work on these projects day to day

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 Do You Have What It Takes to Be a
Supervisor?

• Research suggests that supervisors have

certain traits, competencies, and skills

• Social orientation
• Enterprising orientation

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 Do You Have What It Takes to Be a
Supervisor?

• What competencies should supervisors

have
• Analytical competence
• Emotional competence
• Interpersonal competence

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 Do You Have What It Takes to Be a
Supervisor?

• What skills should supervisors have?

• Technical Skills
• Interpersonal Skills
• Conceptual Skills

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 Is Supervising for You?
Illustrative Supervisory Job Titles

• Production Branch Manager

Supervisor Retail Store Manager
Manufacturing Supervisor
• Sales Supervisor
Department Manager
• Assembly
Team Leader
Supervisor
• Sales Manager
• Shift Supervisor
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 The Supervisor’s Tasks, Activities,
Skills, and Traits
• Supervisory tasks include…

• Listen to and resolve complaints

• Monitor staff performance
• Hire, train & evaluate employees
• Confer with company officials
• Provide staff with assistance

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 The Supervisor’s Tasks, Activities,
Skills, and Traits
• ...

• Maintaining interpersonal relationships

• Communicating with subordinates
• Coaching and developing others
• Making good decisions

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 The Supervisor’s Tasks, Activities,
Skills, and Traits
• Speaking
• Persuading
• Skills include • Negotiating
• Critical thinking
• Active listening

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