Effective Supervision Sara Fung Director Phil Alonso Project Manager CAP Center Partner Conference Monday 8/1/2016

Agenda Introductions Training Objectives Things you WON’T find in this Training Compliance Requirements of Supervisors Framing the Conversation: “Types” of Supervising you’ll do Supervision Styles and Supervisor Qualities Example Tools, Checklists and Best Practices Questions & (Attempts at) Answers

Sources CAP Center AmeriCorps Supervisor Program Manual Which is based on the AmeriCorps terms and conditions, code of federal regulations, and AmeriCorps FAQs CAP Center AmeriCorps Contracts and Staff Experience Member Contract and the Partner Contract/MOU Combined 60 years of experience administering AmeriCorps programs Various Training Curricula gathered by The CAP Center over the years

Introductions Name, County, Position, Agency Share about the structure of your organization How many people are on your team? How many people do you supervise? How many people supervise you? What do you hope to get out of this training?

Training Objectives Understand specific requirements of supervisors to stay in compliance with AmeriCorps rules Learn about what sets “AmeriCorps” supervision apart from “staff or regular” supervision Explore and discuss different supervision styles and be challenged to carefully reflect on myself as a supervisor, a supervisor I’ve had, and/or changes I can make to my own supervision style Review example tools to use and Learn effective supervision techniques

Not Included ALL of the answers to your questions The ONLY or RIGHT way to deal with people and situations Specific AmeriCorps POLICIES, RULES, or REGULATIONS that govern certain supervisory decisions

Compliance Requirements of Supervisors Send documentation to CAP Center Daily Supervision and Coaching of the AmeriCorps member (by phone is OK too) Weekly Supervision Meeting with the member Review and Approve/Reject Timesheets Plan member’s schedule to ensure members have sufficient opportunity to reach their hours and get their Education Award

Compliance Requirements of Supervisors Ensure member has sufficient training opportunities Assign appropriate service activities and monitor to ensure compliance Ensure member is submitting data monthly Assist member with coordinating National Service Projects/Days

Compliance Requirements of Supervisors Communicate with CAP Center staff about ALL member issues that come up, such as progressive discipline and service time being interrupted/falling behind in hours, etc., Complete and send in Initial Assessment and Mid/End Term Performance Evaluations

Framing the Conversation You will have many different “Types” of Supervising you will do In other words, you’ll have different “Types” of Relationships with your AmeriCorps member(s)

Types of Relationships Supervisor-Staff Team Leader-Team Member Planner-Executor Teacher-Student Mentor-Mentee Friend-Friend

Supervision Styles Difference between “Leadership” and “Management,” and maybe some overlap?? “Leaders are people who do the right thing; managers are people who do things right.” -Professor Warren G. Bennis

Supervision Styles Relationship-Based and Reflective Supervision Reflect on your own various relationships (both past and present) in order to inform on your approach to developing relationships into the future

3 Components Self-Awareness Careful Observation Flexible Response Capacity to recognize our own reactions, thoughts and feelings Careful Observation Gathering information from all your senses and sources to more carefully understand the situation Asking for feedback or other’s perspectives Flexible Response Identifying a goal based on observations and selecting the response based on what is known about the individuals involved

Supervisor Qualities Humanity Professionalism Show members that you are human, too Have a sense of humor, and use it! Be genuine Professionalism Behave maturely and appropriately Confidence Policies and Procedures Lead by Example

Supervisor Qualities Communication Problem-Solving Trust Listening vs. Hearing and Active Listening Provide Clear Instructions, Feedback, and Praise Problem-Solving Problems are a Normal Part of Life Focus on Solutions and Balance Needs Trust Demonstrate High Ethical Standards and Integrity Clearly and Consistently Uphold Work Standards

Supervisor Qualities Be Goal-Oriented when Solving Problems and Conflicts However conflicts are solved, document every conversation!!

Supervisor Qualities Team Builder Time Management Self-Care and Facilitating “Process Meetings”

Some Example Tools Tools provided by Partner Agencies: Tools provided by The CAP Center: Program Calendar, Training Plan Member Hours Reports and Hours Completion Plan Progressive Discipline Process and Templates Initial Assmnt, Mid/End Term Performance Evaluation Tools provided by Partner Agencies: Supervision Meeting Tracking Form Event Planning Tools Site-Specific Data Collection Processes/Tools

Some Example Checklists Initial Discussion Points: Orientation to the Service Site Clarification of program objectives, Position Description, expectations, and policies Service Site tour Development of weekly schedule Development of daily tasks Initial goal setting Getting acquainted with service activities

Some Example Checklists Ongoing Weekly Discussion Points: Continuation of discussion on program objectives, expectations, and policies Clarification of weekly schedule and daily tasks Discussion on overcoming barriers and challenges Addressing member and Service Site Supervisor concerns Coaching members on performance issues Celebrating member successes Conducting the member’s Mid-Term Performance Evaluation

Some Example Checklists End of Term Discussion Points: Review of program and member accomplishments during term of service Discussion of “Life after AmeriCorps” Celebration of successes Conducting the member’s End-of-term Performance Evaluation Completion of Exit Survey and Paperwork

Best Practices Flexibility Consistency members experience growth and change during the course of a program year help them to expect and cope with change if unexpected changes arise, model flexibility and coach members in how to adapt Consistency Hold all members to the same standards and maintain the standards across time and circumstances

Best Practices Involvement Clarity Communicating clear expectations equals better results Should be open two-way communication Involvement Be involved and invested in your members Encourage them to be involved

Best Practices Involvement Clarity Communicating clear expectations equals better results Should be open two-way communication Involvement Be involved and invested in your members Encourage them to be involved

Best Practices Inspiration (aka “Esprit d’ Corps”) Reinforce the connection to the national service movement, they are part of something bigger! Inspired members will be more productive and will have a better overall member experience Which can lead to the greatest reward AmeriCorps members can receive: personal transformation

A Couple Quotes “A mind that is stretched by a new experience can never go back to its old dimensions.” “A moment's insight is sometimes worth a life's experience.” –Oliver Wendell Holmes “My mind is a garden, my thoughts are the seeds. I can grow flowers or I can grow weeds.” –Unknown

Q & A Questions??...??...?? AND (Attempts at) Answers

THANKS for Partnering with Us! Contact Phil Alonso with any questions palonso@thecapcenter.org 916-244-1968