CODAC Management Manual

HOW TO BE EFFECTIVE IN YOUR ROLE AS A SUPERVISOR

Supervisors play critical roles in the organization and represent the organization from both a practical and a legal perspective. Supervisors are agents of the organization for liability purposes. See the section on Limiting Liability Risks for more detail. A supervisor: • Represents the organization; • Educates employees on corporate policies; • Manages employee relations; • Manages expectations; and • Ensures compliance. Supervisors are the eyes and ears of the employer - at all times. Supervisors need to be "on" constantly and remain vigilant that all systems continue to work properly. Although it has become common to state that supervisors have an "open door" policy (your door is always open), it can be difficult for employees to understand what that means and may not feel comfortable making their thoughts know. Here are some suggestions on how to help employees understand that your door is truly open and what that means: • Set the example: you should reinforce what an open-door policy is and periodically follow up on discussion topics in a positive manner and then have direct reports share their concerns, ideas and challenges resulting from them. (Sandra Hill, New Horizen Coaching & Professional Growth Advancement) • Hold impromptu conversations: catch up with employees personally and professionally in their workspaces or using virtual tools. (Rick Gibbs, Insperity) • Build Boundaries into your Open-Door policy: having an open-door policy does not mean “drop in whenever you like” or that it has to be 24/7. Set expectations that there will be times when you are not available. Explain how they can check for your availability. (Lee Eisenstaedt, Leading with Courage Academy) • Be specific about your expectations: specific expectations around preferred ways of communication will create a win-win situation for everyone. Too many interruptions impact productivity or effectiveness for everyone. (Izabela Lundberg, Legacy Leaders Institute) • Eliminate Judgement and Don’t Problem Solve: demonstrate a non-judgmental approach. When you truly listen without stepping in to solve or address the emotion, your employees feel your full presence. (Sheila Carmichael, Transitions D2D, LLC) • Spell Out What You’re Willing to Offer: Sometimes saying “my door is always open” is too generic. You need to spell out what kind of support you are willing to offer people. Periodically, invite staff members to have one-on-one discussions and give them the opportunity to talk openly in a relaxed environment. Trust is key, but this will only be built through relationships. – (Rebecca Patterson) • Create a Welcoming Space: When a member of your team walks in, greet them with a smile and a “hello.” You could also set up your workspace in a way that is inviting, which would require making your desk an accent in your office, not a barrier to conversation. Finally, be present when they come to you; stay off the phone and welcome them. (Jon Dwoskin, The Jon Dwoskin Experience) • Ensure No Disconnect Between Policy and Practice: sometimes there is a disconnect between the idealized “open-door” policy and the reality of the work environment. Don’t proclaim the door is always open, but in practice, you shut down anyone who offers opposing ideas or challenges the status quo.

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