Week 11: Personnel management and supervision UTA SSW, Generalist Macro Practice Professor Dick Schoech Copyright (permission required before use) Suggest printing slides for class using: Print | Handouts | 3 slides per page | grayscale options

Review Previous Classes Generalist macro practice, history, change process, roles, levels of intervention Generalist macro practice, history, change process, roles, levels of intervention Theories, values, perspectives Theories, values, perspectives The community as client The community as client Conditions as problems/opportunities Conditions as problems/opportunities Assessing social conditions/communities Assessing social conditions/communities Intervening in social conditions Intervening in social conditions Organization as client & Administration overview Organization as client & Administration overview Assessing organizations Assessing organizations Personnel Management Personnel Management Leading Leading Societal & political practice Societal & political practice

Management Contingency Approach (text 118)

Key Contingencies Involved in Personnel management People People Involves how jobs are structured, e.g., skill level, professionalism required, responsibilities, etc. Involves how jobs are structured, e.g., skill level, professionalism required, responsibilities, etc. Tasks Tasks What tasks are assigned to various types of people What tasks are assigned to various types of people Technology Technology How much technology will be used to support people How much technology will be used to support people Comment Comment Managers have more control over people than structure & goals, but less control than over technology Managers have more control over people than structure & goals, but less control than over technology

Key Personnel Functions 1. Structure work (job analysis, design system) 2. Insure objectives accomplished 3. Analyze jobs, recruit, screen, select, train & supervise staff 4. Motivate 5. Guide and mentor 6. Employee relations 7. Appraise, provide feedback, discipline, terminate 8. Prevent burnout--career ladders vs. dead end jobs 9. Abide by legal requirements (EO/AA) §

1 & 2. Structure work & Insuring outcomes Maintaining morale Maintaining morale Maintaining quality work environment Maintaining quality work environment Ease staff/management interactions Ease staff/management interactions Open communications Open communications Career planning and career ladders Career planning and career ladders Manage by objectives Manage by objectives Manage by exception § Manage by exception §

Personnel function #3: Job analysis Task analysis looks at each task done to help you mold like tasks into a job description Task analysis looks at each task done to help you mold like tasks into a job description Job descriptions Job descriptions Duties Duties Qualifications (must be related to duties) Qualifications (must be related to duties) Benefits Benefits

Personnel function #3: Recruit Important area often overlooked Important area often overlooked Recruit to get diversity & good choices Recruit to get diversity & good choices Advertise in multiple communities representative of your client population Advertise in multiple communities representative of your client population Listservs, monster.com, etc. Listservs, monster.com, etc. Use your networking skills Use your networking skills

Personnel function #3: Screen Initial screening Initial screening Interviewing: Questions must Interviewing: Questions must Be job related Be job related Be consistently asked to all Be consistently asked to all Best=role play job situation with employees Best=role play job situation with employees Reference checks Reference checks What they say and don’t say – reading between the lines What they say and don’t say – reading between the lines

Personnel function #3: Select Determine potential employee needs Determine potential employee needs In human services, often focus on the total benefit “package”, not salary In human services, often focus on the total benefit “package”, not salary Meet relevant committees of agency Meet relevant committees of agency Negotiate and write contract letter Negotiate and write contract letter

Personnel function #3: Train Orient and train as soon as possible Orient and train as soon as possible Train on vision, agency culture, procedures, etc. Train on vision, agency culture, procedures, etc. Key to worker satisfaction and retention Key to worker satisfaction and retention Mentor using existing employees Mentor using existing employees

Personnel function #3: Supervise Motivate Motivate Prevent burnout Prevent burnout Guide, mentor Guide, mentor Provide feedback (30, 60, 90 days) Provide feedback (30, 60, 90 days) Appraise performance Appraise performance

Function #4: Motivate Task analysis to see if jobs are rewarding and to determine the person/task fit Task analysis to see if jobs are rewarding and to determine the person/task fit Incentives systems Incentives systems Hertzberg Satisficers (pay, policy fairness, good supervision, social relationships, working conditions, office, benefits, hours) Hertzberg Satisficers (pay, policy fairness, good supervision, social relationships, working conditions, office, benefits, hours) Motivators (sense of accomplishment, advancement, ability to gain increased responsibility, recognition, potential to grow and develop) Motivators (sense of accomplishment, advancement, ability to gain increased responsibility, recognition, potential to grow and develop) McClelland: Workers motivated by (1) need for achievement, (2) power (3) affiliation McClelland: Workers motivated by (1) need for achievement, (2) power (3) affiliation MBO: make people responsible for outcome--do not micromanage process) MBO: make people responsible for outcome--do not micromanage process) TQM: Design systems that help do the job TQM: Design systems that help do the job

Function #5: Guide & mentor Daily then weekly meetings Daily then weekly meetings Manage the results, not the process Manage the results, not the process Attend to the person Attend to the person Use team projects and debriefings Use team projects and debriefings

Function #6: Employee relations First 15 minutes are the most important. Make person feel at home, wanted, & part of agency First 15 minutes are the most important. Make person feel at home, wanted, & part of agency Maintaining morale Maintaining morale Maintaining quality work environment Maintaining quality work environment Ease staff/management interactions Ease staff/management interactions Open communications Open communications Career planning and career ladders Career planning and career ladders Manage by exception Manage by exception

Function 7: Appraise performance Schedule periodic meetings Schedule periodic meetings Have agreed upon system & criteria Have agreed upon system & criteria Have employee self evaluate Have employee self evaluate Address results/behaviors vs. process/personalities (3:1 praise to criticism) Address results/behaviors vs. process/personalities (3:1 praise to criticism) Avoid ranking of employees/ system responsible for 80-90% of performance (TQM) Avoid ranking of employees/ system responsible for 80-90% of performance (TQM) Get employees’ signed written response Get employees’ signed written response Contract for performance changes to: Contract for performance changes to: Remedy areas needing attention Remedy areas needing attention Build areas in which they want to grow Build areas in which they want to grow

Function #8: Provide feedback, Discipline/Terminate Use consistent & timely feedback Use consistent & timely feedback Have a legally reviewed process Have a legally reviewed process Have documentation over time Have documentation over time Employee should know what is coming Employee should know what is coming Terminate quickly, do not rehash Terminate quickly, do not rehash Refer problems to EAP Refer problems to EAP

#7. Prevent Burnout: Symptoms Attitude: cynical, negative Attitude: cynical, negative Emotions: overwhelmed, unappreciated, lethargic, maybe ashamed Emotions: overwhelmed, unappreciated, lethargic, maybe ashamed Interpersonal: irritable, overreact, problem with spouse & friends Interpersonal: irritable, overreact, problem with spouse & friends Health: disturbed sleep, digestive problems, headaches Health: disturbed sleep, digestive problems, headaches Work: Below-par performance, low energy § Work: Below-par performance, low energy §

Function #7: Prevent Burnout Recruit for person job fit Recruit for person job fit Restructure work to be fulfilling Restructure work to be fulfilling Monitor workload — do not overload hard workers Monitor workload — do not overload hard workers Prioritize (focus on #1 tasks) & delegate Prioritize (focus on #1 tasks) & delegate Separate work from home (don’t take work home) Separate work from home (don’t take work home) Expressions frustrations at work & forget them Expressions frustrations at work & forget them Allow yourself to play and laugh at work Allow yourself to play and laugh at work Get proper nutrition, sleep, & exercise, e.g., daily walk Get proper nutrition, sleep, & exercise, e.g., daily walk Take breaks (stretches, meditations) & vacations Take breaks (stretches, meditations) & vacations Set aside time for significant others (family, friends) Set aside time for significant others (family, friends) Develop a non-work hobby, writing poetry, gardening Develop a non-work hobby, writing poetry, gardening Avoid responsibility with no authority Avoid responsibility with no authority Make small changes & be good to and reward yourself Make small changes & be good to and reward yourself Others you have discovered :-) § Others you have discovered :-) §

Legal Requirements EOAA EOAA Equal Opportunity & Affirmative Action Commission Equal Opportunity & Affirmative Action Commission Must not give preferential treatment Must not give preferential treatment Must not discriminate based on age, religion, political affiliation, ethnicity, disability, weight, sexual preferences, marital status, birth control, origin, etc. Must not discriminate based on age, religion, political affiliation, ethnicity, disability, weight, sexual preferences, marital status, birth control, origin, etc. Affirmative Action Affirmative Action Must have plan to rectify past discrimination by new hires, advancement, & retention Must have plan to rectify past discrimination by new hires, advancement, & retention Comparable Worth Comparable Worth Equal pay for work of equal value Equal pay for work of equal value Labor union relations Labor union relations Treat labor as a partner (TQM) § Treat labor as a partner (TQM) §

Summary: Personnel Management Staff is the client/consumer of managers Staff is the client/consumer of managers Key to all types of management Communicating a vision Communicating a vision Having well defined plans & measures of achievement Having well defined plans & measures of achievement Continuous quality improvement (TQM) Continuous quality improvement (TQM) Drive out fear of discussing problems (TQM) Drive out fear of discussing problems (TQM) Treat people with dignity and respect Treat people with dignity and respect Give authority with responsibility Give authority with responsibility Empower rather than accumulate power Empower rather than accumulate power Ounce of prevention = pound of cure § Ounce of prevention = pound of cure §

Working with Volunteers Highly underutilized resource Highly underutilized resource Highly abused resource Highly abused resource Treat like special employees (include in org chart, training, required supervision) Treat like special employees (include in org chart, training, required supervision) Use best staff for volunteer manager Use best staff for volunteer manager Requires special skills in recruiting, matching and supervision Requires special skills in recruiting, matching and supervision