HAWKES BAY BRANCH
INTERNAL WORKSHOP
‘EXPLORING WAYS TO
IMPROVE SUPERVISOR
EFFECTIVENESS’
CONTEXT FOR THE PRESENTATION
Although 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?
GROUP ACTIVITY
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?
ROLES OF SUPERVISORS
GROUP ACTIVITY FEEDBACK
LEADERSHIP
MANAGER
AWARENESS
RECRUITMENT
ACCOUNTABILITY
DISCIPLINE
PLANNING
QUALITY CHECKER
SOCIAL WORKER/MOTHER
COMMUNICATOR
MANAGING EXTERNAL
CONTRACTORS
INRTERMEDIARY
PRODUCTIVITY
TRAINER
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 RISKS
GROUP 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 results
Any 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
M
Environmental
Supports
Management
P
E
Person’s
Repertory 0f
Behaviour
Employee
GILBERT’S BEHAVIOUR ENGINEERING
MODEL
Should be
If SD & Sr are fixed by management
Skills and Knowledge
(needs to
Motive/Attitude
change)
WHEN ALL CHANGED
ALL GOOD
IDENTIFYING ISSUES/BARRIERS
GROUP ACTIVITY – FISHBONE ANALYSIS
In 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
Management support
Unclear expectations
from management
Job protection
Attitude of Supervisor
No orientation into role
Culture
Inability to create
trust
Lack of skills /
confidence
Profit/production driven
Caught up in process (
unable to step back)
Physical environment
Unsuitable personality
Awareness
Personal skills
Training
Ability to manage team
dynamics
Lack of tools (forms,
processes, motivators,
acknowledgement)
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?
IMPLEMENTATION
POSSIBLE FOLLOW UP ACTIONS
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).