Basic
Supervisory &
Managerial
Skills
31 MARCH TO 03 APRIL 2024
MR. MUHAMMED ISA SALVADOR
OBJECTIVE OF THE
TRAINING/SEMINAR:
To provide the participants a clear and
comprehensive knowledge about
leadership skills; supervisory functions;
and, managerial attributes. So they can
perform well in their respective
assignments, duties and responsibilities.
Leadership
Leadership is not about hierarchy or title or
status: It is about having influence and
mastering change. Leadership is not about
bragging rights or battles or even the
accumulation of wealth; it’s about connecting
and engaging at multiple levels. ….Leaders
can no longer view strategy and execution as
abstract concepts, but must realize that both
elements are ultimately about people.”
- Carly Fiorina
Leadership
Leadership is not about hierarchy or title or
status: It is about having influence and
mastering change. Leadership is not about
bragging rights or battles or even the
accumulation of wealth; it’s about connecting
and engaging at multiple levels. ….Leaders
can no longer view strategy and execution as
abstract concepts, but must realize that both
elements are ultimately about people.”
- Carly Fiorina
What is a Supervisor?
A Supervisor is a first-level management
employee who is responsible for a small group
of employees.
A supervisor is first and foremost an overseer
whose main responsibility is to ensure that a
group of subordinates get out the assigned
amount of production, when they are supposed
to do it and within acceptable levels of quality,
costs and safety.
His supervisory function is recommendatory in
nature and cannot decide on complex subjects
that are in the capacity of a managerial
position.
What is a Management?
Management is a discipline that consists of
a set of general functions: planning,
organizing, staffing, leading, and
controlling.
These five (5) functions are part of a body of
practices and theories on how to be a
successful manager.
Management is a decision-making role and
not like the supervisory level, which is
recommendatory in nature. It is in their
capacity to hire or fire an employee; to
formulate strategic planning; budgeting;
implementing; and, decision-making in the
Definition of a Good Manager:
Good Manager are trustworthy and
respect confidentiality.
Employees need to know that managers
have their best interest at heart. If your
employees feel you don’t support them,
it can lead to a toxic work environment.
Employees also need to be assured that
managers are telling them the truth.
12 Skills of an Effective Manager:
Effective communication skills
Work Ethic / Professionalism
Goal-Oriented (SMART) specific, measurable, attainable, relevant
& time-based
Result-Oriented
Industry knowledge
Positive and inspirational
Encouraging and supportive
Conflict resolution method
Role Model
Honest (trustworthy) and transparent
Empathetic and sincere
Listening skills
General Functions of a Leader
Organizin
Planning
g
Controllin
Leading
g
Planning
Functions of Choose
appropriate
organizational
Management goals, Initiatives
and Action Plans to
best achieve those
goals
Controlling
Organizing
Establish accurate
measuring and Establish task and
monitoring authority
systems to relationships that
evaluate how well Goals allow people to
the organization work together to
has achieved its achieve
goals organization goals
Leading
Motivate,
coordinate, and
energize
individuals and
groups to work
together to
achieve
organizational
goals
Planning
Functions of Choose
appropriate
organizational
Management goals, Initiatives
and Action Plans to
best achieve those
goals
Controlling
Organizing
Establish accurate
measuring and Establish task and
monitoring authority
systems to relationships that
evaluate how well Goals allow people to
the organization work together to
has achieved its achieve
goals organization goals
Leading
Motivate,
coordinate, and
energize
individuals and
groups to work
together to
achieve
organizational
goals
Planning
The Planning Process
Determining goals
Developing strategy for
achieving goals
Designing tactical and
operational plans for
implementing the strategy
Planning
Thepurpose of planning by managers is
creating plans to meet company goals
and objectives.
The purpose of planning by supervisors
is to determine how the department can
contribute in achieving the
organization’s goals and objectives.
This includes planning what level of
output to achieve and how many
employees will be needed.
5 Ws and 1 H (5W1H):
TheSix Ws are questions whose
answers are considered basic in
information-gathering (What, Who,
When, Where, Why , & How).
According to the principle of “Six Ws”,
a report or project can only be
considered complete if it answers all
these questions.
5 & 7 Ms of Production:
Manpower – refers to labor & employees.
Machine – includes equipment, tools &
accessories.
Material – refers to raw materials & consumables.
Method – instructions, policies & procedures.
Money – refers to financial capital needed to run
the company.
Management – leaderships that drives the
company to be successful.
Marketing – studies, analysis and strategies to
move the company forward and be profitable.
How to develop an effective
planning strategy?
The 1st step is to follow the principle
of Six Ws (5 Ws + 1 H).
2nd
step is to include the principle of
“5 or 7 Ms of Production.”
Lastly,
to combine the 2 mentioned
principles to create an effective
strategic plan or project management
plan.
Organizing
The Organizing Process
Arranging resources and
activities in a coherent
structure.
At the supervisory level, organizing
involves activities such as scheduling
projects and assigning duties to
employees
Modern supervisors are increasingly
responsible for setting up and leading
teams of workers to handle special
projects or day-to-day operations.
Organizing - Staffing
Identifying, hiring,
and developing the
necessary number
and quality of
employees.
A supervisor’s performance depends
on the quality of results that the
supervisor achieves through his or
her employees.
Supervisor’s Job:
GET THE WORK DONE . . .
THROUGH OTHERS!
Leading
Influencing people to act
(or not act) in a certain
way.
The supervisor is responsible
for letting employees know
what is expected of them
and inspiring and motivating
employees to do good work.
Leading
Leading
Influencing people to work toward a
common goal.
Motivating
Providing reasons for people to work in the
best interests of the organization.
Directing
The combined processes of leading and
motivating.
Leading
A supervisor who is liked and
respected by employees will inspire
them to work harder and better.
Supervisors should be role models
for employees by following the rules
of the company.
They should also be fair in the
treatment of employees and ethical.
Leading
Employees work most cooperatively
with a supervisor they trust.
Building trust takes time and effort,
yet it can be lost with a single act
that is unreasonable.
Trust is built by fair and predictable
behavior.
MOTIVATING PEOPLE:
Motivation and inspiration energize people, (not
by pushing them in the right direction as control
mechanisms do) but by satisfying basic human
needs for achievement, a sense of belonging,
recognition, self-esteem, control over one’s life,
and the ability to live up to one’s ideals.
MOTIVATING TIPS:
Cascade the organization’s vision while
aligning with the values of people… Make
work important!
Involve people (listen) in deciding how
vision is to be attained… Provide a sense of
control!
Support employee efforts to realize vision
by providing coaching, counseling,
feedback… Enhance self-esteem!
Recognize and reward success… Provide a
sense of accomplishment and
belongingness!
Controlling:
The Controlling Process
Monitoring a firm’s performance to make
sure that it is meeting its goals and
making needed corrections.
Begins when management establishes
standards.
Can serve as a basis for providing
rewards or reducing costs.
Controlling includes monitoring and
auditing.
Controlling
The supervisor is expected to provide
employees with the resources,
support and motivation to identify and
correct the problems themselves.
Controlling 1. Establish
clear
standards
Monitor & 2. Monitor and
record record
performance performance
Feedback
5. If needed, 3. Compare
take corrective results against
action standards
4.
Communicate
results
Relative Amount of Time That
Supervisors Spend on the Four
Functions Planning Organising Leading Controlling
Top
Management
Middle
Management
Supervisory
Management
Self-Assessment:
Do you review progress by comparing “actual
versus targets”?
Do you identify causes of what and why you were
below or over your targets?
Do you plan to take corrective and preventive
actions?
Do you motivate and encourage your people to
achieve goals?
Do you make sure everyone is moving the right
direction?
Do you explain and support the values of the
organization?
As a Summary:
How does a supervisor do it?
Plans work
Allocates resources
Makes decisions
Provides direction to the team
MOTIVATES
Solves problems
Measures and reports results
What makes a good
Supervisor?
Supervisors have three quite distinct
roles:
1. An operational role which manages the flow
of work through decision making and
problem solving to meet targets in terms of
production, quality, and on-time.
2. A leadership role which encourages,
supports and motivates their team members
3. A communication role which serves as a two-
way conduit between upper management
Why are good Supervisors so
important?
Supervisors manage the day-to-day
operations of the workplace and
ensure both production and quality
targets are met. The decisions they
make while doing this affect not only
their specific work areas, but also
other areas of the business.
Why are good Supervisors so
important?
All
companies rely on
effective frontline
managers.
Good Supervisors are
the backbone of the
business—the strength
that links the strategic
planning of upper
management with the
body of the
Good Supervisors are often
the people who:
Make the difference between meeting production
targets and missing them (because they motivate
and energise their teams)
Have the most significant impact on workplace
culture (because they set the tone of behaviour in their
individual work areas and across the plant)
Influence the retention of staff (because people feel
a strong sense of loyalty to their Supervisor)
Provide an incentive for people to join a company
(because word gets around that people will be treated
well and fairly).
Why are good Supervisors so
important?
Supervisors impact on…
Productivity in
Workforce Welfare &
Attractiveness work areas & Workplace Communication
retention Safety of all
to new recruits across the Culture of key messages
levels employees
plant
Ineffective Supervisors may
cause:
High levels of absenteeism (because people simply
don’t want to come to work)
Reduced productivity (because people are not
motivated to give their best)
Workplace conflict (among workers because there is no
team cohesion and between departments because there
is no effort to achieve common goals)
Safety issues (because people are not inspired to care
for the welfare of others)
Resentment toward upper management (because
the communication conduit is not working well between
the various levels in the company).
Types of Supervisory Skills
Technical skills
the specialized knowledge and expertise used to carry out
particular techniques or procedures.
Human relation skills
the ability to work effectively with other people.
Conceptual skills
the ability to see the relation of the parts to the whole and
to one another.
Decision-making skills
the ability to analyze information and reach good
decisions.
Relative Importance of Types of Skills
for Different Levels of Managers
Technical Human Conceptual Decision-
Skills Relations Skills Skills Making Skills
Top
Managers
Middle
Managers
Supervisors
Modern View of Management
Skills
1. Task-related activities: Efforts to
carry out critical management-related
duties
2. People-related activities: Efforts to
manage people
3. Change-related activities: Efforts to
modify components of the
organization
Characteristics of a Successful
Supervisor
Supervisory Qualities
Develop Passion in the person for the work he
is doing then you need not supervise him at
all.
Supervisory Qualities
Earn Respect:
You be on time,
You do not talk unnecessarily,
You be regular to work,
You show the enthusiasm and commitment,
You do things which are respectable,
You be disciplined in your actions and words.
Supervisory Qualities
Be Accountable:
You are responsible for the results,
unless there was deliberate
disobedience of your order or a
sabotage from the workers.
Have Social Skills:
Criticize privately, praise
publically.
Supervisory Qualities
Be Fair:
Many labour issues arise
because the workers do not feel they
have been treated fairly and equally.
Expect good work from everyone.
Be Adaptable:
Be ready to manage
changes efficiently; be willing
to learn
Supervisory Qualities
Be Cool & Calm:
Maintain self-control; don't lose temper.
Do not shout; do not swear.
Be Approachable:
Without shutting off feedback by scolding, judging,
moralizing and give importance to their concern.
Listen to workers, managers, customers.
Supervisory Qualities
Know their job:
Effective supervisors possess thorough
knowledge of each of the worker’s job.
Make Things Happen:
When others are intimidated or
overwhelmed, jump in front and
show “it can be done ”
Supervisory Qualities
Be Innovative:
Have courage to try new methods
Help others to do in a new way
Be Proactive:
Take initiative and
make things happen.
Supervisory Qualities
Be Committed & Responsible:
Have courage to try new methods.
Give clear Instructions and ensure it is
understood correctly.
Supervisory Qualities
Be a Good Trainer:
You do not do the
job; train others
to learn the job,
instead.
Cross train the
people in different
functions.
6-Step Skill Training
Follow the steps below:
1. Tell – what how, why and when
2. Show – Each step and verbalize
3. Ask – Any questions? Can you do it on your
own? Etc.
4. Have them to do – Make them verbalize the
process while doing it.
5. Observe – give feedback
6. Check – Check output for correct
performance.
Responsibilities of
Supervisors
Recognize the talents of each subordinate
and harness it.
Share your vision of where the
organization wants to go.
Treat employees with dignity and respect.
Conduct necessary meetings efficiently and
ensure they accomplish their intended
tasks.
Keep your staff informed and up to date.
Responsibilities of
Supervisors:
Conduct periodic evaluations of your
group’s progress.
Provide an opportunity for employees to
evaluate you.
Praise your staff for their accomplishments.
Keep in touch with your industry.
Be able to perform the duties of those you
supervise.
Types of Responsibilities:
Giving managers timely and accurate
information for planning
Keeping managers informed about the
department’s performance
Giving their employees clear instructions
and making sure they understand their
jobs
Cooperating with co-workers in other
departments
Responsibilities and
Accountability:
Accountability
the practice of imposing
penalties for failing to carry
out responsibilities
adequately
usually includes giving
rewards for meeting
responsibilities.
Leadership
Leadership is not about hierarchy or title or
status: It is about having influence and
mastering change. Leadership is not about
bragging rights or battles or even the
accumulation of wealth; it’s about connecting
and engaging at multiple levels. ….Leaders
can no longer view strategy and execution as
abstract concepts, but must realize that both
elements are ultimately about people.”
- Carly Fiorina
“Stay with me… hold the line”
Causes of Poor Performance
Four Causes of Poor
Performance:
1. Lack of Knowledge, skill and/or lack of instructions.
2. Lack of motivation
3. Lack of assistance to solve problems
4. Lack of personal capability
Dealing with Unsatisfactory Job
Performers
Giving Feedback
If a worker did not do the work properly:
Call him and inform him your displeasure.
Politely but firmly inform them of the consequences of
poor performances.
Managing your Manager
No matter how good you are at planning,
organizing, and leading, your ability to get along
with your boss can determine the course of your
career within the organization.
That may not always seem fair, but the fact is
that your boss is the one who most often decides
whether you will be promoted, get a raise, or even
have a job next week.
A boss who likes to work with you is more likely
to take a favorable view of your performance.
How to manage your Manager?
To manage your manager, you need to:
•Be honest and give feedback on your work
and projects
•Communicate openly, clearly and frequently
with your manager
•Understand your manager's goals and
expectations
•Stay calm and professional in stressful
situations
•Solve problems and offer solutions
Positive Approach to your
Manager
A supervisor can assume that his or her boss expects
the following:
Loyalty
positive attitude about the company and his/her boss
Cooperation
works with others in the organization to achieve organizational
goals.
Communication
kept informed about the department’s performance.
Results
ensures department meets or exceeds its objectives
Managing your Peers
If you get along with your peers, they will
help you look good and get your job done.
If your peers resent you, the poor
relations can cause an endless stream of
problems.
Quite often your peers are competing with
you for raises, bonuses, or promotions.
Regardless, the more you cooperate, the
better you all will look.
LASTLY………………..
Supervisors are the links between the employees/workers
and the management
They can either make or break the connection between
management and employees and may result to company’s
failure.
That is why the supervisory positions should be trained,
nurtured, supported, and developed.
