Lauren Adams & Azura Morgan SUPERVISION Fall 2016 Objectives: -participants will be instructed on supervision concepts, techniques and tips -participants will be instructed on the importance of setting expectations -participants will receive tips to conducts effective one-on-one and staff meetings -participants will be instructed on the progressive staff disciplinary process -participants will receive training on documentation of staff members (both negative and positive) Lauren Adams & Azura Morgan GR Training

Discussion Is this your first time supervising staff directly? What makes supervising students unique? Is there a difference in supervising staff 1st year, 2nd year, etc.? Azura

Concepts, Techniques and Tips

What is supervision? A process of supporting and managing functions intended to promote the achievement of institutional goals and to enhance the personal and professional capabilities of staff. Spend time supervising in principled ways through setting the context, motivating, teaching, listening, observing, giving direction, role modeling, and caring. Lauren

Supervisory Styles Our experiences, personalities, and values lead us to use different styles when we supervise. Authoritarian, Laissez-faire, Companionable, and Synergistic All styles are useful in some circumstances. The skills of good supervision can be learned and improved. Lauren

What is your supervision style? 10 minutes

Authoritarian Based on the belief that staff members require constant attention. Need to manage and dictate everything they do so they do it right. Supervisors stay in control and in charge. The “micro-manager” Advantages and disadvantages? Lauren Advantages Saves time (in short run) Prevents unnecessary or embarrassing questions Relieves staff of responsibility Assures conformity Minimizes mistakes due to inexperience Disadvantages Does not allow for staff input Limits staff investment in job and organizational goals May not aid staff in developing skills Does not foster individual or institutional loyalty

Laissez-Faire Based on the desire to allow staff members freedom to use talents and skills in accomplishing job responsibilities. Supervisor sets the direction and staff works out the details. Intervention is offered to staff when they “run into problems”. The “hands off approach” Advantages and disadvantages? Lauren Advantages Promotes creativity Allows maximum professional autonomy Promotes staff assuming responsibility Not time consuming Successful staff reflect glory on supervisor Disadvantages May cause staff to feel unsupported Discourages collaboration within staff unit May encourage staff to use deception to cover errors Often leads to unnecessary crisis management

Companionable Based on a friendship-like relationship. Staff require emotional support. Lots of social interaction. The “buddy boss” Advantages and disadvantages? Lauren Advantages Fulfills supervisor’s desire/need to be liked Create very supportive atmosphere when things go well Stimulates development of cohesiveness when under attack Promotes loyalty to supervisor Disadvantages May lead to feelings of betrayal when staff are corrected Discourages dealing with unsatisfactory performance Blurs personal-professional distinctions Tends to be crisis prone

Synergistic A cooperative effort between the supervisor and the staff member. Shared responsibility. There is a dual focus: accomplishment of organizational goals and personal/professional development. There is two-way communication. Focus on competence. Advantages and disadvantages? Lauren Advantages Allows for teamwork Creates buy in on staff decisions Disadvantages ?

Discussion After taking the quiz and learning more about each style, do you feel the assessment accurately reflected your supervisory style? If yes, how so? Are there components of another supervisory style you wish to exemplify this year? If yes, what? Lauren

Supervision Tips Role model appropriate behavior. Show that you are interested. Attend first floor meetings and programs. Build positive relationships with community stakeholders. Be proactive instead of reactive! Lauren

Supervision Techniques Establish standards and stick to them Enforce them Quality begins with you Personal v. Professional Get involved Know your people Show interest in them Have a sense of mission Open channels of communication Encourage discussion Resolve conflicts Listen Remain in control Give people a chance to develop Match people to the work Educate and train Be flexible Welcome change Provide feedback Constructive criticism Praise in public/ criticize in private when possible Don’t be afraid to approach them Ask their views and opinion Lauren

Supervision Pitfalls Trying to be liked rather than respected. Failing to ask supervisees for advice/help. Emphasizing rules more than skills. Failing to keep criticism constructive. Failing to develop a sense of personal responsibility with each supervisee. Not paying attention to employee concerns. Failing to keep people informed. Lauren

Setting Staff Expectations

Setting Expectations Why is it important to set expectations with your staff? TIPS! Be specific. Where can they go for help? When is “good” good enough? What is our common goal and how will we know when it has been achieved? What expectations do they have of you? Azura

Brainstorm Expectation categories to include: General Departmental Personal Professionalism Character Duty Azura

Communication Expectations What are the pros and cons of the following types of communication? Text GroupMe Email Phone calls In person What type of communication works best for you and your team? How can you set communication boundaries with your staff? Lauren

Examples

Effective one-on-ones and staff meetings

One-on-Ones Held on a bi-weekly basis Use one-on-one time to address multiple dimensions of your staff member (academic, job, social, family, etc). Care is demonstrated through recognition and a supportive environment. Listen to your team and learn how and where they like to receive praise and how they like to receive coaching. Azura

Staff meetings Held on a weekly basis. Provide an agenda for each meeting (send out ahead of time if possible). Ask for staff input on agenda items or include a space for team members to share. Sections to include: agenda items, important dates, upcoming tasks/deadlines, etc. Opportunities for professional/leadership development Send out minutes after each meeting. What are some creative ways to engage staff during meetings? Azura

Holding Staff Accountable

Expectations As staff members of University Housing, CAs and RAs are expected to follow all university and departmental policies, as well as uphold any other expectations set forth by their supervisor or the area/senior coordinator of their community. Failure to do so may result in disciplinary action or termination from their position. Azura

Temporary Employees Student employees are considered temporary employees. A temporary employee may be separated at any time for any reasons without notice and either the employer or the employee can end the employment relationship. Such separation is not grievable or subject to appeal. http://www.usg.edu/hr/manual/employee_categories Azura

Staff Discipline Documentation will be utilized by supervisors to address violations of procedures and expectations. Termination may result in situations where the supervisor deems the behavior to be of such severity that it impairs the functioning of hall operations. Depending on the situation or circumstances, termination may occur with no prior warning. What are some issues you may have to address and how would you hold staff accountable? Azura

Counseling and Coaching Counseling- a supportive process by a manager to help an employee define and work through personal problems that affect job performance. Coaching- A directive process by a manager to train and orient an employee to the realities of the workplace and help the employee remove barriers to create optimum work performance. Azura

Constructive Feedback How will you know your staff member is progressing towards that next step? What tools will you use to evaluate them? How will you give intentional feedback to them (some of which they might not like to hear)? How will you receive feedback from them? Some of which you might not like to hear. How will use this information to make future hiring, training, and supervisory decisions? Azura

Performance Evaluations In order to assist each staff member in their professional development and assess areas needing growth, formal written performance evaluations will be conducted. A complete evaluation is conducted at least once per year. This evaluation is based on the different expectations of the position as well as different viewpoints (from residents, supervisor(s) and self). Performance evaluations are used to recognize strengths and provide feedback on areas for improvement. Evaluations will also be used to determine if a staff member is eligible for reappointment for the following academic year. For a more detailed description of the evaluation process, please see your supervisor or the area/senior coordinator for your community. Azura

Questions? Comments?