Supervision

Outline of section

Context | Principles | Purpose | Process

Context

• The aims and objectives of a project are set by the project manager and other senior managers, in consultation with staff and service users wherever possible and appropriate
• staff roles are defined in such a way as to enable the objectives to be met
• job descriptions clarify the nature of staff roles
• policies and procedures lay down the standards to be achieved and procedures to be followed
• annual work plans identify the priorities within each role
• supervisions enable progress on the work plans to be monitored
• supervisions also allow for discussion of satisfaction, stress levels, team work, specific client concerns, personal issues that may be affecting the worker and anything else they may wish to raise.

A difficulty raised at a supervision about the objectives of the project may thus reasonably entail a corresponding review of roles, job descriptions, work plans, the process and nature of the supervisions.

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Principles

The following principles of staff supervision are crucial

• supervision sessions should be held by the staff member's line manager
• they should happen at least four to six weeks, at pre-arranged times
• they should last for a minimum of around one hour
• the discussion, and the 'who does what by when' should be recorded and agreed with the staff member who will receive a copy of the supervision notes
• responsibility and authority can be delegated, but accountability cannot
• the sessions should be held in a confidential space without interruption.

Purpose

The purpose of a supervision session is to:

• support/develop the member of staff, and manage/review the workload by offering challenging but achievable targets
• ensure that work is performed to an acceptable standard and that the staff member is working to the policies of the project
• ensure that the clients receive a consistent and equitable service
• set clear standards, priorities and targets

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Process

• The supervision session will entail monitoring work and performance by looking at what has been done, what needs to be done, and how it is being done
• the session will enable the manager to delegate tasks - by being clear what the task is, what results the manager expects, how these will be measured, and what timescale is necessary. The member of staff is briefed by explaining the task and a check is made that they understand, i.e. what their manager expects. On the other hand, if necessary, the manager can take pressure off the staff member if their work load is unmanageable
• supervision enables the staff member and the manager to identify training needs and to ensure training objectives are achieved and new knowledge and skills practised and developed.

The purpose is achieved by:

• the manager and the worker being organised and prepared
• mutual respect
• the manager analysing a problem, specifying the objective and communicating clearly
• active listening
• checking results
• mutual preparedness to accept constructive criticism
• mutual willingness to recognise achievement.
• If the recruitment process is competency based, supervision should assess the worker against the relevant competencies for their role. See more in the section on Recruitment.

Inadequate performance

These procedures should only be used when poor performance has been brought to the attention of a member of staff on earlier occasions, as demonstrated by prior supervision notes. There should also be evidence of support for the individual and of suitable assistance being made available at an early stage.

Checklist

Checklist for creating effective supervision

• Has a supervision policy been produced? Have staff input their ideas into this process?
• Have the appropriate line managers that will hold supervision been identified? Have they received suitable training to facilitate supervision sessions?
• Has a structure been produced that standardises supervision for all staff?
• Are both the supervisor and supervisee able to give constructive feedback on performance? Is there an opportunity to develop future aims, goals and personal development through the supervision process?

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