Best Practices Manual For Supervisors
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Table of Contents
Effective Communication
1. Speaking
2. Listening
3. Writing
Orientation and Training
1. Orientation
2. Training
A. Computer Assisted Training
B. Vestibule Training
C. On the Job Training.
Improving Productivity
1. Diversification
2. Fairness
3. Selecting Members
4. Other Insightful Information
Conducting Performance Appraisals
1. Methods
2. Tips in Conducting Performance Appraisals
Resolving Conflicts
1. Steps to resolving conflicts
2. Communication
Improving employee Relations
1. Discipline
2. Communication
References
Introduction
This manual is to be used for new supervisors in the organization. The intention of this manual is to provide content that will help the new supervisor in excelling at their new position. This manual covers six topics. The topics included in the manual are: how to effectively communicate, effective orientation and training methods, how to improve productivity in teams, effective ways in conducting performance appraisals, how to resolve conflicts, and how to improve employee relationships. This manual will give tips and techniques that are proven ways to help become a better manager or supervisor.
Effective Communication
“Effective communication is a two-way process. Information must flow back and forth between sender and receiver. The flow from the receiver to the sender is called feedback. It informs the sender whether the receiver has received the correct message; it also lets the receiver know if he or she has received the correct message. For example, asking a person if she or he understands a message often puts the person on the defensive and can result in limited feedback. Instead of asking if a person understands a message, it is much better to request that the receiver explain what he or she has heard (Rue & Bryars 2004).”
1. Speaking
When communicating one must be aware of the tone they are using. Different tones in the voice can insinuate different meanings that are unintentional. The words one uses can also lead to confusion if they leave a “real possibility of misinterpretation, words must be carefully chosen and clearly defined for effective communication (Rue & Bryars 2004).” While speaking people often use hand gesture. Be careful of the hand gestures used. Some people may perceive the wrong impression of the hand gestures being used. One gesture may mean one thing to one person and something completely different to another. While speaking, make sure that an adequate response of understanding has been received before continuing.
2. Listening
Listening is just as crucial as speaking is. If the ears are not open and the mind is not ready to receive what is being said then the person trying to receive the message will not fully comprehend it. Day dreaming, becoming bored and interrupting people while they speak are not effective ways of listening and thus lead to poor communication. One must be engaged with the speaker fully to receive the message intended. To be an effective listener the person needs to be an active listener. Being an active listening means receiving and absorbing the messages and responding to any concerns the speaker may have.
3. Writing
Everyday supervisor’s uses writing in their daily tasks, they compile reports, send emails, write notes and letters. A supervisor must be able to write effectively and clearly to be able to communicate. Effective writing has 3 components: a purpose, an audience and a main message. The purpose of the writing contains why the message is being written and what action the reader should take. The audience of the writing is who the writing is intended for, what do they already know about the subject of the writing and how will they use the writing. The main message of the writing is the subject the writing is about. It should be detailed and should be clear and concise about the topic.
Orientation and Training Methods
Controlling turn over is key for the success of an organization. However when the organization needs to bring in new employees for the replacement of previous employees or hiring due to growth of the organization, the organization needs to properly orient and train the new employees so that success will not be hard to achieve.
1. Orientation
After the new employees are hired they must be familiarized with the organization including what introducing some of the philosophies are, the rules and regulations under which the job must be performed, general practices and also be informed about the up coming training schedule. The orientation should also include the pay the employee is going to receive, how to receive raises, any benefits the employee may receive and when they receive them. The human resource department will take care of some of the items during the orientation process but the supervisor must introduce the new employees to the other co-works, show them around the facility and also encourage them to perform at the highest level attainable.
2. Training
Proper training of new employees allows them to be successful at their new job and to be able to perform at the highest level. A supervisor has many different ways to train new employees. There are three ways of training methods that are considered best for training new employees. A combination of each of these methods is recommended to ensure that the employee has been trained effectively. The three methods recommended are: on the job training, vestibule training, and computer assisted training.