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

2. 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

3. 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

4. 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?

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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)

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

12. 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

14. 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

15. 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

16. 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

17. 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

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

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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

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

30. THANKS for Partnering with Us!
Contact Phil Alonso with any questions