Supervising Staff and Fostering a Positive Agency Culture

1. Supervising Staff and Fostering a Positive Agency Culture Class 5 July 30, 2010

2. Supervision • Managers face many challenges in dealing with different supervisory • aspects of the job • -deal with value conflicts and differing perspectives • -need to connect the requirements of one level of the organization to • those of another • -for new supervisors may need to give up old roles and expectations • 1. Multiple roles include: coach, judge, explorer, warrior, treasure hunter, • media expert, and advocate

3. Coach/counselor: managers primary responsibility is to train staff to attain goals of the organization -gives feed back to staff -encourages them to devise their own plans for improvement -supports growth -conveys a combination of genuine concern for the employee AND the expectation that tasks will be accomplished Judge: evaluates performance of staff -may be called upon to resolve differences -may need to make painful, difficult decisons

4. Explorer: Engages staff as partners in searching for solutions to problems Competitor: Seeks higher performance levels -coaxes staff to achieve in face of obstacles Treasure hunter: Ever mindful that generating resources is of great importance Public Relations Ambassador: Obtains support of the public for programs Must be knowledgeable about ways to communicate messages and information Advocate: may need to advocate for change for the agency and for various populations that the agency serves

5. Handling Multiple Roles • -need to understand these roles and when they are being evoked • -assess strengths and weaknesses regarding various roles • -obtain training or mentorship • -important to support supervisors who work directly with clients

6. Delegating Assignments • -managing is the art of getting things done through people • -delegating is the process of giving staff assignments to complete • -takes considerable planning • -supervisors and staff may resist delegation • *select the right people • *ensure that assignments are fair and realistic • *distinguish between delegating and dumptin • *make assignments clear • *give staff a voice in the assignment • *convey that staff should consider solutions before coming to you • *recognize the fine line between no interference and lack of guidance

7. 4. Applying Motivational Theory to Improve Staff Performance • Maslow’s Need Hierarchy • McGregor’s Theory X and Theory Y • McClelland’s Need for Achievement Theory • Vroom’s Expectancy Theory • Herzberg’s Hygiene-Motivator Theory • Expect staff to be motivated to do a good job • *Staff are more likely to be motivated when goals are meaningful • *Staff respond to clear expectations • *Staff are motivated in individual and unique ways

8. 5. Elements of Good Supervision - Enhance the supervisory relationship -Provide constructive criticism -Avoid common supervision mistakes -Convey clear expectations Management by expectations is a two-way street!

9. Questions for Discussion: • You have just received word from top management that because of managed care • you must reduce staff counseling time. The agency does not have sufficient funding • to continue providing sessions beyond a number specified by managed care. How • would you work with staff to reduce average client sessions from 20 to 6? • 2. Your agency has been faced with a 25% reduction in funding and the likelihood that • 20% of staff must be laid off. Should staff be involved in determining criteria for • who stays and who goes? What actions, if any could staff take to soften the layoffs? • 3. How would you handle a resistant staff member who did not want to take on an • assignment? Which motivational theory or theories would you apply?

10. Humanizing the Organization • ** Creating a positive agency culture leads to positive staff performance • -key values include: ownership • higher purpose • emotional bonding • trust • pride in one’s work • -effective managers: • **play an important role in managing staff stress • distinguish between positive stress and • stress that overwhelms • **foster diversity within the organization • **Address complacency in the workplace

11. Questions for Discussion: • Are there discrepancies between your organization’s expressed values and • actual policies? • What does your organization and your manager to do help staff deal with stress?