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