SUPERVOSORY MANAGEMENT SKILLS

COURSE NAME:
SUPERVISORY SKILLS
TRAINING
DATES: 15 – 18 May 2023
ORGANISATION:
FACILITATOR NAME:
RONALD GWANGWAVA
5/18/2023
A Strategic Business Unit (SBU) of Fachs Group offering Corporate Training in:
Leadership, Management & Personal Mastery I Governance, Risk & Compliance I Financial & Supply Chain Management I Business Skills I Technology Skills I Industry
Certifications
1

WHAT ARE THE MAIN
TAKEAWAYS FOR YOU?
ANY
QUESTIONS?

QUALIFICATION OUTLINE
US Code: 13912
US Title: APPLY
KNOWLEDGE OF
SELF AND TEAM
IN ORDER TO
DEVELOP A PLAN
TO ENHANCE
TEAM
PERFORMANCE
UNIT STANDARDS
BREAKDOWN
Specific outcomes
specific,
measurable
goals.
specific changes in
your knowledge,
attitudes &
application
POE BUILDING

SPECIFIC OUTCOMES
• 1. Demonstrate knowledge and understanding of self as a
worker in a specific work position
• Identify own role in an organisation
• Use a variety of strategies to deal with potential conflict in a
team or group
• Demonstrate knowledge and understanding of the dynamic
within a specific group

What is self-
reflection?
• Self-reflection is about taking
the time to think about
yourself and your own life
• It can be called intro-section, a
reflective looking inward : an
examination of one's own
thoughts and feelings.
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Leadership, Management & Personal Mastery I Governance, Risk & Compliance I Financial & Supply Chain Management I Business Skills I Technology Skills I Industry Certifications
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Five Ways to
Practice Self-
Reflection
• 1. Set Up Your Ideal
Environment
• 2. Journaling
• 3. Use Positive Words and
Phrases
• 4. Ask Yourself Empowering
Questions
• 5. Focus on the Good for
Just a Little Longer
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Benefits of self-reflection?
• Character building. Looking inwards forces, you
to confront the person you are. ...
• Help you put things into perspective
• • Help you stay on track with your goals
• • Increase your awareness of time
management
• • Help you get on touch with your true feelings
• • Help you understand work/life balance
• • Help you recognize and celebrate your
successes
• • Help you learn from your mistakes
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SELF ASSESSMENT
• A SELF-ASSESSMENT is an employee's evaluation of their
performance during the specified performance period.
• The purpose of the Self-Assessment is to have the employee
think about and give serious consideration to how they have
performed in meeting expectations.
• Self-assessment is a building block for setting goals and
making positive changes.
• • Self-assessment can help you decide if you are doing
alright.
• It doesn't have to be about change. It can be about affirming
what you are already doing.
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How to write a performance self-
assessment
• Make a list of your positive
attributes. To write a self-
performance assessment, first
determine where you are in your
professional career. ...
• Reflect on your accomplishments.
...
• Reflect on your mistakes. ...
• Close with opportunities to grow.
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Benefits of self assessment
• A self-assessment, when completed
without bias and with the goal of
improvement, can be an excellent
performance review tool for both
employees and management.
• It can help employees reflect on
their strengths and weaknesses and
create goals that will fuel personal
and professional growth.
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A Personal
Development Plan
• Personal development is an ongoing
process that drives you to improve your
knowledge, skills and experience, so that
you can achieve your goals.
• A personal development plan (or PDP) is a
method of focusing your goals into
achievable steps, which helps you keep
track of your personal development.
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WHAT MATTERS
TO YOU
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AN
ORGANOGRAM
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15
An organogram is a graphical
representation of an organisation’s
structure.
It’s used to show hierarchical relationships
between managers and the people who
report to them, as well as departments.
An organogram is a useful tool for
organisations to visualise reporting
relationships

Benefits of an Organogram
• 1. Displays function division.
• 2. Allows people to know whether right and
responsibility are set properly or not.
• 3. Tell if someone is under the overweight
workload.
• 4. Assist people in finding if there is someone
undertaking relevant work and staying idle.
• 5. Help managers to identify if some talented
workers haven’t been able to draw out the best
in themselves.
• 6. Help managers to notice if some unqualified
person holds an important position.
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ORGANISATIONAL
EXPECTATIONS FOR
A POSITION
• Performance expectations go beyond the job description. When
you think about high quality on-thejob performance, you are really
thinking about a range of expected job outcomes, such as:
• • What goods and services should the job produce?
• • What impact should the work have on the organization?
• • How do you expect the employee to act with clients, colleagues,
and supervisors?
• • What are the organizational values the employee must
demonstrate?
• • What are the processes, methods, or means the employee is
expected to use?
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What is PM?
• A system of evaluating
employees to help them reach
reasonable goals and thus
ensure that the organisation
performs better
• It is as important as managing
financial resources and program
outcomes
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WHAT ARE THE COMPONENTS
OF A PERFORMANCE
MANAGEMENT SYSTEM
• • Planning work and setting
expectations
• • Continually monitoring performance
• • Developing the capacity to perform
• • Periodically rating performance in a
summary fashion
• • Rewarding good performance.
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Purpose of a performance
management system
• Institutionalise the principles of
service, output and outcome oriented
operations
• Increase motivation of staff
• Higher levels of productivity
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Steps in the
PMS
Step 2: Review performance in relation to targets & agree
appropriate adjustments/ action.
Step 1: Supervisor & Employee develop & agree on
performance objectives/ targets.
Step 3: Annual Review, Setting targets for new financial year,
including those in relation to training & development.
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Role players
in the PMS in
the public
sector
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Director/ Director General
Managers/supervisors
Human Resources Manager
Employee

Monitoring
and review
tools
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Rating scales
Management-by-objectives
360-degree feedback
Critical Incident
Checklists and weighted checklists

Importance of performance
appraisal
• Recognize achievement
• Evaluate job progress
• To design training for the further
development of skills and strengths.
• Boosts Employee Engagement
• It encourages employee recognition and
reward
• Helps to enforce goal setting and
achievement
• Provides the Opportunity for Exchanging
Feedback
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Stages in performance
appraisal
• Establish performance standards.
• Communicate performance
standards.
• Measure actual performance.
• Compare actual performance to
performance standards.
• Discuss the results and give
feedback.
• Decide on a follow-up plan.
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Rewarding performance
• Intrinsic versus Extrinsic Rewards
• Intrinsic rewards e.g an impressive job title,
career growth, personal achievements, praises,
etc.
• Extrinsic rewards e.g tangible rewards that
employees receive upon doing good work. It
includes bonuses, raises, gifts, etc.
• Cash
• Time off
• Non-monetary items
• Honour awards
• Appreciating the employee’s performance
verbally by saying something like “You did a good
job.”
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Key Principles
Underlying the
Disciplinary Procedure
in the Public Service
• • Discipline is a corrective measure and
not a punitive one.
• • Discipline must be applied in a prompt,
fair, consistent and progressive manner.
• • Discipline is a management function.
• • The disciplinary procedure should be
held in the place of work of an employee
and be understandable to all employees.
• • If an employee commits misconduct that
is also a criminal offence, both procedures
shall continue separately
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Disciplinary Code
• • A disciplinary code is necessary for the
efficient delivery of service and the fair
treatment of public servants, and ensures
that employees:
• o have a fair hearing in a formal and informal
setting;
• o are timeously informed of the allegations
of misconduct made against them;
• o receive written reasons for a decision
taken; and
• o have the right to appeal against any
decision.
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Dealing with General
Misconduct
• Corrective counselling
• Verbal warnings
• Written warnings
• Final written warnings
• disciplinary action
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Dealing with Serious
misconduct
• counselling;
• a written warning;
• a final written warning;
• suspension without pay, for no longer than
three months;
• demotion;
• a combination of the above; or
• Dismissal.
5/18/2023 30

Code of Ethics in the South African Public
Service
The Code acts as a guideline to
employees as to what is
expected of them from an
ethical point of view, both in
their individual conduct and in
their relationship with others.
Compliance with the Code can
be expected to enhance
professionalism and help to
ensure confidence in the
Public Service.

What is included in Your Code of
Ethics and Professional Conduct
1. Relationship with the Legislature
and the Executive
2. . Relationship with the Public
3. Relationship among Employee
4. Performance of Duties
5. Personal Conduct and Private
Interests

Conflict management
• Conflict management is an umbrella
term for the way we identify and handle
conflicts fairly and effectively.
• The goal is to minimize the potential
negative impacts that can arise from
disagreements and increase the
chances of a positive outcome.
2023/05/18
Leadership, Management & Personal Mastery I Governance, Risk & Compliance I Financial & Supply Chain Management I Business Skills I
Technology Skills I Industry Certifications
33

Sources of conflict in the workplace
• information conflicts,
• values conflicts,
• interest conflicts,
• relationship conflicts, and
• structural conflicts.

Sources of Conflict in the workplace
Causes of conflict
poor management.
unfair treatment.
unclear job roles.
inadequate training.
poor communication.
poor work environment.
lack of equal opportunities.
bullying and harassment.
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Conflict Handling
• identify points of agreement
• reformulate contributions to highlight common ideas
• encourage people to build on others’ ideas
• test for false consensus
• test consensus for relevance/motivation
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• Identify a conflict situation in your organisation and the strategies which you
might use to solve them.
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Leadership, Management & Personal Mastery I Governance, Risk & Compliance IFinancial & Supply Chain Management IBusiness Skills ITechnology Skills IIndustry Certifications

group dynamics
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The strengths and weaknesses of a team
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the steps in developing an action plan to
enhance the performance of a team
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Importance of Supervision
3 Major Components of Supervision
 Administrative
 Educational
 Supportive
To be an effective supervisor, you need to be skilled at each of the three areas.

Administrative Supervision
Relates to ensuring that work is performed and is performed in a manner that is
consistent with agency policies.
Some specific areas would focus on:
Caseworker contact and punctuality ( in terms of meeting attendance and
completing paperwork)

Educational
Supervision
Occasionally referred to as a clinical
supervision, educational supervision involves
teaching a supervisee skills while also
developing their self-awareness at the same
time.
This is done by analyzing the social worker’s
interactions with clients and then teaching
them how to provide specific services to
specific clients.

Supportive
Supervision
Focuses on enhancing job performance by
decreasing job related stress that interferes
with work performance.
Supervisor increases the supervisee’s
motivation and helps develop a work
environment that enhances work
performance.

All 3 methods should be assessed and determine which one is appropriate. At
times intervention might include one of the three, other times (and a significant
portion of the time) intervention would include a portion of all three.
Each supervisor must be aware of which areas they are stronger in than others.
Self-awareness is the key.

Supporting
Staff
As a supervisor, your supervisee
is your customer. If someone has
a problem, it is your
responsibility as a supervisor to
see it solved.
This is not to say it is your
responsibility alone to come up
with a decision for them, but it is
up to you to pull in the
appropriate people and see it is
followed through with for your
supervisee.

Supporting Staff
It is imperative for supervisors to take a moral stance for fair, respectful
treatment for both supervisees and clients.

Supporting Staff
Follow through with supervisee when they have questions. Recommending a
supervisee “go to” or “call” someone is typically not sufficient, particularly if you
are dealing with a new worker.
For all intents and purposes, the minute an employee asks you a question, they
have asked the agency and if they do not get an answer for it, then it is the
agency that has not followed through.

• Clinical supervision is the primary means through which all applied mental health
fields are taught. However, supervision is a balancing act. Good supervision is a
skill of balancing the needs of the clients.

Importance of
Supervision
Supervisors should review the supervisee’s
work in order to IMPROVE the social
worker’s skills and ensure the clients are
given the highest service possible.
Doing this effectively leads to success for the
supervisee and the supervisor.

Importance of Documentation
Documentation is an important part of supervision and moral
fiber for the supervisee.
If it’s not documented it didn’t happen.
It’s imperative for the supervisor to review documentation and
monthly reports for content.
Documentation should evaluate the families needs and re-
evaluate the goals as families needs change.
When writing documentation understand your audience.

Service Standards
• Service Standards are the guidelines and rules for all services offered to DCS
clients.
• It is important to understand and review the DCS service standards frequently
while providing appropriate services.
• Service standards can be viewed under community based services, scroll down
and select Attachment A service standards http://www.in.gov/dcs/3159.htm

GROUP 2 :
PRESENTATION TASK
• You have been asked by the senior
management to review the current
process of supervision within your
organisation.
• Write a comprehensive report
outlining the current process, the
gaps in the process and the
recommendations for
improvement.
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Review The Training
• When you review the training, the review will reveal strengths and
weaknesses of the planning, preparation, implementation and feedback
components of the training.
• The final step is to evaluate the training intervention. Sometime after the
learner(s) have been trained and has returned to the job, do a survey to find
out:
•
•  Are the learners doing what they are supposed to be doing?
•  Are they doing it according to the required standard?
•  Did the training intervention give the learners sufficient knowledge and
skills to do the job to the required standards?
•  Is there still a knowledge or skills shortfall preventing the learner from
doing the job to the required standard or does the user have a resistance to
change?
•  Is another training intervention needed or can the problem be solved
in a different way?
•  If another training intervention is needed, what form should it take:
training by an outside company, should the user attend a change
management programme or will on-the-job training by one of the other
employees fill the gap?
• This list is not complete; you may add more suggestions as they apply to the
specific situation A Strategic Business Unit (SBU) of Fachs Group offering Corporate Training in:
Leadership, Management & Personal Mastery I Governance, Risk & Compliance I Financial & Supply Chain Management I Business Skills I Technology Skills I Industry
Certifications
59

Your training plan may cover the
following areas:
 Background
 Participants Profile (special needs)
 Objectives
 Resources & Logistics
 Technical Requirements
 Delivery Method
 Schedule - Duration / Class Size
 Assessments
2023/05/18
60

ANY
QUESTIONS? WHAT ARE
THE MAIN
TAKEAWAYS
FOR YOU?

SUPERVOSORY MANAGEMENT SKILLS

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