Office Supervision Concept GOHAR 9 August 2021.ppt
- 1. OFFICE SUPERVISION Concept & Rules Dr. Gohar Saeed
- 2. 2 Meaning of supervision • Guiding production and procedures of staff to accomplish a delegated goal or objective
- 3. Definition of Supervision “Supervision” - to oversee a person or group of people engaged in an activity or task and keep order or ensure that she/he/they perform it correctly.
- 4. 4 Introduction Effective supervisors are necessary in all settings where employees need guidance and supervision to complete tasks, serve people and meet deadlines. A skilled supervisor is an effective communicator, problem-solver and employee motivator.
- 5. 5 Components of Supervision • Guiding the activities of staff to accomplish delegated goal or objective • Identifying tasks and roles needed • Developing effective teams • Ensuring that the right competencies are being applied to tasks • Seeing that problems are resolved • Monitoring and refining staff/team performance • Conforming with organizational policies
- 6. 6 Required knowledge for effective Office Supervision • knowledge of office administration and organization • knowledge of human resource management and supervision • ability to maintain a high level of accuracy in preparing and entering information in the required format or system
- 7. 7 Personal attributes of the Office Supervisor/Manager • be honest and trustworthy • be respectful • possess cultural awareness and sensitivity • be flexible • demonstrate sound work ethics
- 8. 8 Five Rules of Supervision Rule #1 - Get Involved Know Your People Get out from behind your desk Don’t be over-involved Show Interest Focus on employee strengths Sense of Mission Have a plan Share your vision Schedule regular meetings with employees
- 9. 9 Rule #2 - Open Channels of Communication Encourage discussion Be a problem solver Resolve conflict Listen carefully Speak clearly and concisely Five Rules of Supervision
- 10. 10 Rule #3 - Give Your People a Chance to Develop Match the People to the Work Be aware of requirements and limitations Education and training Be Flexible Welcome Change Five Rules of Supervision
- 11. 11 Rule #4 - Establish Standards and Stick to Them University Standards Personal Standards Enforce Them Excellence Begins with You Establish systems and documentation to streamline processes Five Rules of Supervision
- 12. 12 Rule #5 - Provide Feedback Constructive criticism Praise in public and discipline in private Don’t be afraid to approach them Ask for their views/opinions Give credit where credit is due Five Rules of Supervision
- 13. Supervisory responsibilities to employees Establish a warm and trusting working climate within the department Handle employee problems promptly Be fair in all departmental matters Explain to employees all matters connected with their jobs Train employees when needed Assume the role of counselor on occasions.
- 14. contd Orient new employees Co ordinate and plan work so that work loads are stable and predictable as possible Develop good morale
- 15. Supervisor’s responsibilities to co - workers Coordinate whatever work flows or paper work needs to be exchanged among supervisors Communicate with other departments about mutual needs and problems Give them support as members of the same management team Coordinate policy interpretations with other departments to assure consistency and uniformity
- 16. Supervisor’s qualities in general • Creativity • Wisdom • Independent thinking • Foresee trouble • Understand the total situation • Listen with genuine interest • Be brief and to the point • Understand yourself • Good coordinator
- 17. contd • Thinking positively • Orders to be reasonable • Good planner • To avoid trivialities • Focus attention on the essential • Time management • Natural urge towards development
- 18. contd • Relax adequately • Stress management • Boost the morale • Avoid unsystematic work • Haste is waste • Provide opportunity for achievement • No arbitrary decision • Solving problems for advancement and progress
- 19. contd • Work with the common objective in mind • Mutual understanding and trust • Communication • Cooperation • Harmony • Individual development • Enlightened attitude • Not to blame individuals
- 20. THANKS