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Top Ten Tools for Supervisors by the Road Runners

Top Ten Tools for Supervisors by the Road Runners. Margith Baker Jolene Cassal Richard Freytag Patrick Jacobs. Introduction. Being a supervisor is a tough job. Being a good supervisor is even harder.

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Top Ten Tools for Supervisors by the Road Runners

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  1. Top Ten Tools for Supervisorsby theRoad Runners Margith Baker Jolene Cassal Richard Freytag Patrick Jacobs

  2. Introduction • Being a supervisor is a tough job. Being a good supervisor is even harder. • Being a good supervisor requires that you…know, and respect, the abilities of the people under you and, • That you encourage them to excel…however, when there is trouble • You must be willing to step in with a cool, dispassionate approach • Easier time keeping things running smoothly if you treat your employees with respect Hopefully, these Top Ten Tools for Supervisor’s to help you be a Better Supervisor…

  3. Top Ten Tools for Supervisors to help you be a Better Supervisor from the Road Runners Top Ten Tools • Human Resources -- Margith • Code of Ethics -- PJ • Personnel Rules 1.24/Compensation Plan -- Jo • Supervisor Management Foundation Training Program -- Jo • EDPR Training (Giving Constructive Feedback) -- Jo • EAP -- PJ • City Training/Safety -- Richard • Time Management -- Richard • Toolbox.com -- Richard • Tools Military Style -- PJ

  4. Top Ten Tools for SupervisorTool #1 (Human Resources) Human Resources – Your First Line for Information • City Web-site • Civil Service Board • EEO • Personnel Services Team • HR Analyst and their Expanded Roles • Classification and compensation • HRMS • LEAP • Benefits • Labor Relations • Risk Management • Safety • Deferred Compensation • ADA • FMLA • Workers Compensation

  5. Top Ten Tools for SupervisorTool #1 (Human Resources) Human Resources – Your First Line for Information • Training • EDPR • Mentoring • Helpful Links • Forms • Job Openings/Internal /External • Salary Tables • Org Plus • Employee Assistance • Rules & Policies • Police & Fire Pension • Class Specifications • City of Tacoma Wellness • Domestic Partner Benefits • Workplace Posters • Web Site Comments

  6. Top Ten Tools for SupervisorTool #1 (Human Resources) • Managers and Supervisors • Compensation Exception Request • Vacancy Management Form • Leadership Message – Classification System • Hiring Checklist We are here to assist you in developing and maintaining a qualified, effective and diverse workforce and provides employment-related services to the City's employees and to job applicants. 

  7. Top Ten Tools for SupervisorTool #2 continued Code of Ethics • A code of Ethics is a document designed to influence the behavior of employees and elected officials. They set out the procedures to be used in specific ethical situations, such as conflicts of interest or the acceptance of gifts, and describe the procedures to determine whether a violation of the code of ethics occurred and, if so, what actions should be imposed. The effectiveness of such codes of ethics depends on the extent to which management supports them with disciplinary actions. Violations of a code of ethics may subject the violator to the organization's treatment which can under some circumstances result in the termination of employment.

  8. Top Ten Tools for SupervisorTool #2 • Code of Ethics • Sections: • 1.46.010 Purpose • 1.46.020 Definitions • 1.46.030 Prohibited Conduct • 1.46.040 Complaint Process • 1.46.045 Board of Ethics • 1.46.050 Penalties for noncompliance • 1.46.060 Where to seek review • 1.46.070 Severability • 1.46.080 Financial disclosure

  9. Top Ten Tools for SupervisorTool #3 • Tacoma Municipal Code -- Chapter 1.24 (Personnel Rules) and Tacoma Municipal Code -- Compensation Plan 1.12 • Purpose • What is covered is Personnel Rules • Definitions • Classification Plan • Compensation Plan • Application for Positions • Employment Lists • Appointment Positions • Personnel Policies • Separation and Disciplinary Action

  10. Top Ten Tools for SupervisorTool #4 • Supervisor Management Foundation Training Program • Given four times a year and encompass four areas • EEO and Legal • Risk Management, Safety and Workers Compensation • Personnel Policies • Work Schedule/Leave Compensation Policies

  11. Top Ten Tools for SupervisorTool #4 continued • Sign up with Supervisors endorsement via email to Training and Development • This training program provides and enhances knowledge and skills related to application of city policies and procedures.  • This training is required of all supervisor/management • Contact Training for class availability  http://cityweb/Departments/HR/Training/Pages/default.aspx

  12. Top Ten Tools for SupervisorTool #5 (EDPR) • EDPR Training The Successful Supervisor Tool Kit: Giving Constructive Feedback • Many managers and supervisors are uncomfortable with giving feedback to their subordinates, especially giving any corrective behavioral coaching. • However consider the importance of using constructive feedback to motivate, coach and mentor your employees. Constructive feedback gives supervisors the chance to praise an employee for doing a great job which reinforces a positive behavior. • And it allows supervisors the opportunity to correct an improper or incorrect behavior before it becomes a habit.

  13. Top Ten Tools for SupervisorTool #5 (EDPR) continued • Be ready – Know what you want to say. It’s easy to get off track and start discussing other concerns or issues. Make some notes if you need to but focus on the issue at hand. • Be appropriate – If giving positive feedback its okay to do it in public and in front of others. But corrective feedback should be done privately. Find an office or quiet corner where you will not be interrupted by phone calls or visitors. • Giving your employee your full attention shows respect, for your self as well as the employee. • Be timely – To be effective give corrective feedback right away.

  14. Top Ten Tools for SupervisorTool #5 (EDPR) continued • Be clear – Your words, your tone and your body language should all be in sync. Give specific examples describing the behavior you have observed and what you want corrected. Feedback should be based on the facts, not assumptions. • Be quiet – You’ve said what you need to say. Now let the employee participate in the discussion. This does not mean becoming defensive. Active listening is an effective and powerful tool and allows you to understand what the employee is trying to say. • Be thorough – Formal feedback discussions must be documented. The date, nature of the conversation, and the outcomes/timelines for corrective actions should be included.

  15. Top Ten Tools for SupervisorTool #5 (EDPR) continued • Keep in mind that the goal of on-going constructive or corrective feedback is always about improving the performance of your employee. Then when you have your annual performance review meeting, there should never be any surprises.

  16. Top Ten Tools for SupervisorTool #6 (EAP) • EAP Tools for Supervisors can help you manage the tough issues • Are you a supervisor? Have you ever needed help managing challenging employees while maintaining a productive workplace? • Have you ever wished there was a tool or “place” that could help you? • Employee Assistance Program can become an indispensable tool in assisting you with such questions as:

  17. Top Ten Tools for SupervisorTool #6 (EAP)continued • What is EAP? When is the ‘right time’ to refer an employee to the program? • How can I tell when someone is really deteriorating and needs EAP? • What prevents me from referring to EAP? Information available on-line at: www.firstchoiceeap.com or call 800-777-4114  

  18. Top Ten Tools for SupervisorTool# 7 (City Training/Safety) • The City of Tacoma's Safety Office is committed to promoting and protecting the health and safety of the employees, interns and volunteers of the City of Tacoma.  Safety Council Brochure • City Wide Training • City offers classes every month to learn something new, improve your old skills • Monthly Safety Topics (Examples) • Tacoma Public Works • September  -  Back Safety & Army Lifting Poster • October  -  Confined Spaces • Tacoma Public Utilities • September  -  Confined Space or Ladders • October  -  Electrical Safety

  19. Top Ten Tools for SupervisorTool# 7 (City Training/Safety) continued • Helpful Links • Forms • Admin • Admin Policy No. 1.19 TMB Emergency Procedures • TMB Emergency Procedures 2009 • Material Safety Data Sheets • Spotter Backing Poster • Stretching Poster • Video Library • Workplace Posters • Safety Manual

  20. Top Ten Tools for SupervisorTool #8 (Time Management) Time Management • Time management refers to a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals. • This set encompasses a wide scope of activities, • Planning • Allocating • Setting goals • delegation • analysis of time spent • monitoring • organizing • scheduling and • prioritizing

  21. Top Ten Tools for SupervisorTool #8 (Time Management) continued • Time Management skills are your abilities to recognize and solve personal time management problems • The goal of these time management lessons is to • show you what you can do to improve these skills • Time management skills are learnable • With good time management skills your are: • In control of your time • Your life • Of your stress • Your energy level

  22. Top Ten Tools for SupervisorTool #8 (Time Management) continued • With good time management skills your are: • In control of your time • Your life • Of your stress • Your energy level • Time Management-Guide.com • City Franklin Covey Class … sign up through your training representative

  23. Top Ten Tools for SupervisorTool #9 (Toolbox) continued Toolbox.com http://www.toolbox.com Mission To help professionals do their jobs better by providing them with the ability to easily share knowledge with experienced peers. Knowledge Sharing Communities™ at Toolbox.com • The Toolbox.com network of online communities enables anyone to access the collective knowledge of a worldwide audience of experienced professionals. Through Toolbox.com, executives and professionals can collaborate with their peers to resolve problems more efficiently, make better decisions by leveraging best practices and lessons learned, and increase their efficiency in the workplace.

  24. Top Ten Tools for SupervisorTool #9 (Toolbox)continued • The Toolbox.com platform integrates the following collaboration and community publishing tools: • The Toolbox.com platform integrates the following collaboration and community publishing tools: • Professional Networking: Tools that allow professionals to create profiles and build networks with professionals they want to share knowledge with and learn from. • Blogs: A community publishing service where professionals post news and knowledge from the front line and community members comment on the entries. • Groups: Targeted discussion communities that allow peers to ask and answer questions to solve problems and make decisions.

  25. Top Ten Tools for SupervisorTool #9 continued • Wiki: An in-depth reference guide and instruction manual created and edited by the community. • Company Research Directory: A comprehensive listing of companies and products that integrates relevant user insight based on experience, providing a powerful purchasing tool. Professionals make the Toolbox.com communities part of their daily workflow by:

  26. Top Ten Tools for SupervisorTool #9 (Toolbox)continued Professionals make the Toolbox.com communities part of their daily workflow by: • Creating a profile, a professional home page on the Web. • Connecting with peers they trust and want to share knowledge with. • Communicating with peers through collaboration tools and personal messages.

  27. Top Ten Tools for SupervisorTool #10 (Military Style) The United States Military • Military Tools Air Force Style • Air Force Writing • Ceremonies • Good To Know • Military Law – UCMJ • Practice Exams • Supervisor Tools What can we learn from the military??? Leadership/Mentorship Tools http://www.afmentor.com/tools.htm

  28. Top Ten Tools for SupervisorTool #10 (Military Style) THE EXECUTIVE OFFICER Guide Table of Contents • Getting To Know Your Boss • Time Management • The Schedule • Suspense Tracking & Following Up Correspondence • The Boss’ Quick Reference Book • Protocol and Special Events • Staff Meetings

  29. Top Ten Tools for SupervisorTool #10 (Military Style) • Technical Issues • The Typical Day • Appendix • A. Commander’s Call Action • B. Sample Background Paper • C. Sample Protocol 3 x 5 • D. Sample commander’s Reference Book • E. Sample Exec Continuity Book Example/Desk Layout

  30. Conclusion Top Ten Tools • Human Resources -- Margith • Code of Ethics -- PJ • Personnel Rules 1.24/Compensation Plan -- Jo • Supervisor Management Foundation Training Program -- Jo • EDPR Training (Giving Constructive Feedback) -- Jo • EAP -- PJ • City Training/Safety -- Richard • Time Management -- Richard • Toolbox.com -- Richard • Tools Military Style -- PJ

  31. Your Journey Becoming effective in developing your knowledge as a supervisor to help and grow those that work with you. Becoming a great supervisor is a lifelong journey of learning. Each day find one way to further improve your skills and be a GREAT Supervisor…one who’s made a difference in their employees lives. There are three kinds of people: those who make things happen; those who wait for things to happen; and those who wonder what happened. Anonymous

  32. Top Ten Tools for SupervisorReferences • Supervisor Essentials <> Being a Fine Boss: Traits of a Good... • Monthly Feature Article - Supervisory Tools...Being a good supervisor is even harder. You are part of your team yet still ultimately managing their ...www.supervisoressentials.com/index_feature_article_7.html - Cached - Similar • Leadership/Mentorship Tools//http://www.afmentor.com/tools.htm • City of Tacoma Personnel Rules/Compensation Plan/Code of Ethics • Toolsbox.com • You Can Make Their Day: Ten Tips for the Leader About Employee Motivation Four Tips for the Leader About Employee Motivation • By Susan M. Heathfield, About.com Guide

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