Best Practices Manual for Supervisors

Table of Contents

Effective Communication

1. Speaking

2. Listening

3. Writing

Orientation and Training

1. Orientation

2. Training

A. Computer Assisted Training

B. Vestibule Training

C. On the Job Training.

Improving Productivity

1. Diversification

2. Fairness

3. Selecting Members

4. Other Insightful Information

Conducting Performance Appraisals

1. Methods

2. Tips in Conducting Performance Appraisals

Resolving Conflicts

1. Steps to resolving conflicts

2. Communication

Improving employee Relations

1. Discipline

2. Communication

References

Introduction

This manual is to be used for new supervisors in the organization. The intention of this manual is to provide content that will help the new supervisor in excelling at their new position. This manual covers six topics. The topics included in the manual are: how to effectively communicate, effective orientation and training methods, how to improve productivity in teams, effective ways in conducting performance appraisals, how to resolve conflicts, and how to improve employee relationships. This manual will give tips and techniques that are proven ways to help become a better manager or supervisor.

Effective Communication

“Effective communication is a two-way process. Information must flow back and forth between sender and receiver. The flow from the receiver to the sender is called feedback. It informs the sender whether the receiver has received the correct message; it also lets the receiver know if he or she has received the correct message. For example, asking a person if she or he understands a message often puts the person on the defensive and can result in limited feedback. Instead of asking if a person understands a message, it is much better to request that the receiver explain what he or she has heard (Rue & Bryars 2004).”

1. Speaking

When communicating one must be aware of the tone they are using. Different tones in the voice can insinuate different meanings that are unintentional. The words one uses can also lead to confusion if they leave a “real possibility of misinterpretation, words must be carefully chosen and clearly defined for effective communication (Rue & Bryars 2004).” While speaking people often use hand gesture. Be careful of the hand gestures used. Some people may perceive the wrong impression of the hand gestures being used. One gesture may mean one thing to one person and something completely different to another. While speaking, make sure that an adequate response of understanding has been received before continuing.

2. Listening

Listening is just as crucial as speaking is. If the ears are not open and the mind is not ready to receive what is being said then the person trying to receive the message will not fully comprehend it. Day dreaming, becoming bored and interrupting people while they speak are not effective ways of listening and thus lead to poor communication. One must be engaged with the speaker fully to receive the message intended. To be an effective listener the person needs to be an active listener. Being an active listening means receiving and absorbing the messages and responding to any concerns the speaker may have.

3. Writing

Everyday supervisor’s uses writing in their daily tasks, they compile reports, send emails, write notes and letters. A supervisor must be able to write effectively and clearly to be able to communicate. Effective writing has 3 components: a purpose, an audience and a main message. The purpose of the writing contains why the message is being written and what action the reader should take. The audience of the writing is who the writing is intended for, what do they already know about the subject