The Role of the Supervisor at PLU

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The Role of the Supervisor at PLU

• Module Four
• Tools for the Effective Supervisor

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Question?

• Think about supervisors you have had in the past.
• What do you think makes an effective supervisor?

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Communication

• Open communication
• Balance positive feedback and areas of
  improvement
• Communication types
• Expectations
• Goal setting
• Scheduling
• Communication styles

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Email Suggestions

• What changes would you make to the following
  email?

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Case Study 1 Email

• Subject Hi
• From Jane Smith (Supervisor)
• Date April 22, 2008
• To Trudy Englewood
• cc Heidi Brown, Carrie Thompson, Mike Howe, Greg
  Freeman, Rachel Lewis, Tim Creed, Sara Frazer
• (Body of email)
• Good Morning!!!!!!!!!!!!!!!!!!!!!!!!!!
• How did your Monday go? I cant believe that
  its Tuesday already, so much to do!!!! I
• ended up taking my cat to the vet on Saturday
  cause he hurt his paw and was limping. I
• wasnt sure if he would be ok or not. I know you
  have a cat and can understand my pain---
• hes my wittle baby) So back to business.
  Regarding the budget project that we were
• working on last week, we need to move up the
  deadline. Their is NO WAY THAT WE CAN
• FINISH the project Friday and expect to have the
  presention put together for the
• following Monday. I dont know, I was thinking
  maybe we shoot for Wednesdayor
• Thursday? We also need to talk about the
  graphics. The ones we are using now are
• horrible, I cant believe they came from Tom,
  hes usually spot on. Oh, have I told you
• about the latest with Mary? You need to come see
  me later so I can fill you in on the
• subject.

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Email Suggestions

• Nondescript subject
• Number of individuals copied on message
• Overuse of punctuation
• Consider your audience
• Inappropriate and lengthy chit chat
• Confidential information
• Slang, unprofessional
• One long paragraph use short paragraphs and
  bulleted lists
• Grammar/spelling
• Capitalization
• Vague deadline
• Edit and proofread before sending

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Effective Emails

• What else do you see in emails that you find
  ineffective?
• What makes a good email?

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Environment

• Physical
• Joe Bell
• Ergonomics
• Work space

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Environment

• Climate
• Pay attention
• Relationships
• Optimistic
• Treatment

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Case Study 2 Building Relationships

• A supervisor tells two staff members to stop
  fighting with each other. He tells them to get
  along, and that he wants to see no more conflict.
• Now, even though they are interdependent
  coworkers, these two will never speak to each
  other.
• There is no more conflict. The supervisor got
  exactly what he asked for. He was successful in
  influencing their behavior, but he did not get
  what he really wanted.
• How could the supervisor have handled the
  situation differently for a better outcome?
• How might this situation affect the work
  environment?

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Building Relationships

• Be clear about what you want
• Strong, direct message
• Use appropriate nonverbal communication
• Practice clear, confident messages before
  delivering them
• Listen carefully to the response
• If you become emotional, you may need to remove
  yourself from the situation
• Ask for feedback

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Professional Development

• Discuss professional interests
• Set goals
• Grow skills
• Lessons learned

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Professional Development

• Cross-training
• Job shadowing
• Mentors
• Seminars, workshops, conferences
• Readings (articles, magazines)
• Professional memberships
• HR Training and Events webpage
• Others???

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• 10 minute break

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Documents

• Performance Appraisal
• Coaching/Counseling
• Job Descriptions
• Injury Report
• Leave of Absence (FMLA paperwork)
• Student Alert Form
• Violence Prevention Form Campus Safety

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Documents

• Top 5 Time Sheet Issues
• Getting time sheets to payroll by the due date
• Listing the correct department number in heading
• Supervisors initials when employees work holidays
• Supervisors initials when employees work more
  than 5 hours without taking a lunch break
• Signature of both employee and supervisor

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• Allison Stephens Associate Director of SIL,
  Student Conduct Coordinator

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On-Campus Resources

• Human Resources
• Payroll Office
• Student Employment
• University Dispute Resolution Committee (UDRC)
• Administrative Staff Council (ASC)
• Environmental Health Safety (Joe Bell)
• Personnel Manual
• Travel Assistance program
• Counseling Center
• Student Life
• Academic Calendar
• Campus Voice

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Off-Campus Resources

• Employee Assistance Program (EAP)
• Albers Company
• Washington Employers

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Questions
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• This
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