Planning and Organizing

at Supervisor Level
Prof.T.S.Nikumbh
Supervision
Supervision is direction, guidance and control of

working force with a view to see that they are working

according to plan and are keeping time schedule.
In management supervision means “Overseeing the

subordinates at work with authority and with an aim to

guide the employees, if he is doing wrong.”
supervisor
 Person in the first-line management who monitors and regulates employees in

their performance of assigned or delegated tasks.

 Supervisors are usually authorized to recommend and/or effect hiring,

disciplining, promoting, punishing, rewarding, and other associated activities

regarding the employees in their departments. work plans and individual
development plans.
 The supervisor's overall role is to communicate organizational needs, oversee

employees' performance, provide guidance, support, identify development needs,

and manage the reciprocal relationship between staff and the organization so that
each is successful.
Where do supervisors fit in the
management process?
Supervisor an essential part of the management process.

Supervisors perform exactly the same functions, to a greater

or lesser degree, as all other managers in their organization

 Each specific task, every responsibility, all the various roles

that supervisors are called on to perform are carried out by

the management process.
 Management process is repeated over and over, daily, weekly,

and yearly, and consists of five broad functions.

Management process
The major managerial functions of:
1. Planning
2. Organizing
3. Staffing
4. Leading
5. Controlling
To carried out by all managers in a repetitive
sequence or cycle.
What the qualities of a supervisor ?
Job-related technical competence:
• Job knowledge
• Grasp of financial information
Results orientation Career-related skills:
• Problem solving
• Communication
• Leadership
• Teach ability (rapid and willing learner)
• Ability to adapt to change
• Capacity to build a cohesive team
• Demonstrated ability to get along with people
• Capacity to present oneself professionally in public
Personal characteristics:
• Integrity and credibility
• Tenacity, dedication, and perseverance
• Flexibility
• Risk-taking propensity
• Willingness to take initiative
• Tolerance for stress
• Positive attitude
• Dependability and reliability
• Creativity
• Energy and good health
How do supervisory job roles differ
from those at other levels of
1. Higher-level managers spend more time planning and less
management?
timedirecting.
2. They first divided all the tasks and responsibilities.
3. three skill required by manager is listed below:
a. Technical skills.
Job know-how; knowledge of the industry and its particular processes,
equipment, and problems.
b. Administrative skills.
Knowledge of the entire organization and how it is coordinated,
knowledge of its information and records system , capacity to interact
with key constituents (often called stakeholders),and ability to plan and
control work.
c. Interpersonal skills.
Knowledge of human behaviour and the ability to work effectively with
individuals and groups—peers and superiors as well as subordinates.
What two major end results are supervisors
seeking?
The purpose of the management process is to convert the resources available to a
supervisor’s department into a useful end result. This end result, or output, is
either a product or a service:
1. A product :
Your product may be partially complete, so that it becomes the material resource
for the next department in your factory. It may become the raw material for
use in another manufacturing plant.
2. A service:
may be providing accounting information for a production department,
inspecting a product as it is being made, or creating a schedule for others to
follow. A service may be provided directly for a consumer, as in supplying an
insurance policy or handling cash and checks for a bankcustomer.
How is supervisory performance judged by
higher management?

It is judged by two general measures:

1. How well you manage the various resources made available to

you to accomplish your assignments.

2. How good the results are in terms of several criteria.

Supervisory balance: What does it mean?
What kinds of pressures do new supervisors
face?
1. Internally, a person who is promoted to a supervisory position
makes a major transition from one mode of thinking to another.
2. As an employee, an individual’s concerns are with self-satisfaction
in terms of pay, job satisfaction, and work-life balance.
3. As a manager, the same person is expected to place the
organization’s goals above all other job-related concerns.
4. This means that a supervisor worries:
a. About meeting quotas, quality, and cost standards;
b. About the employees who do the work;

5. In addition to role differences, a new supervisor faces conflicting

external pressures initiated by two groups. Higher managers have
their expectations, and lower employees have their needs and
demands.
The pressures felt can be handled best when a supervisor:

1. Admits the need for help, and seeks it from peers, boss, and
employees.

2. Provides a strong role model for employees by

demonstrating good work habits.

3. Anticipates both changes and crises, and prepares for them.

4. Listens a lot and minimizes arguments with others.

What are the supervisory functions?
The supervisory functions include the following:-
 • Planning –setting annual objectives for your unit
 • Organizing- putting things in a working order
 Directing - instructing and providing directives on
how is to be done
 Controlling –monitoring the activities
What are the functions of the supervisor?
• Planning the work to be done
 Organizing the resources required for the work to be
done
 Staffing the units or departments; selection and
orientation of workers
 Maintaining discipline; by enforcing rules and
regulations of the organization
What are the responsibilities of the Supervisor
A supervisor is expected or responsible to undertake the
following responsibilities:-
 To plan work so that ensure and even and steady flow
 To assign work to different individuals according to their abilities
 To provide proper working conditions
 To enforce rules and regulations of the organizations
To prescribe work methods and procedures •
to guide and train workers when need arises
 To communicate managerial policies and decisions to workers
To take workers suggestions and grievances to the management
 To review quantity and quality performance and to take
corrective actions.
Planning and Organizing Skills for Supervisors

Planning and organizing are two of the key functions

performed by supervisor. That makes good planning
and organizing skills an extremely important asset. In
this Lecture you will learn about how you can become
better organized so that you can become more efficient
and stop wasting valuable time. You’ll also learn how
to develop better plans so that you can achieve goals
and be more successful as Supervior .
Why “Planning and Organizing Skills for Supervisors”
Matters:
Planning and organizing are two of the key functions
performed by supervisor. That makes good planning and
organizing skills an extremely important asset.
Key Points:
Planning and organizing are two key functions of supervisor
job.
The better organized supervisor are, the more efficient and
successful supervisor will be.
Effective planning allows supervisor to achieve important
goals and get the results supervisor need.
Planning also prepares supervisor to deal more effectively
with challenges and change.
Assignment 1
 Suppose you have been invited by a firm X to prepare
the workloads of the Supervisor (Head of
Department ); what do you think could be the
workloads of the supervisor?
Hierarchy of Plans
Planning by Supervisor
Manpower
Scheduling
Communication
Oversight
Safety
Material handling equipment
Quality of product
Material
Supervisory Planning Activities
Gather Information needed for Planning Activities

Detailing or Step in Planning Activities

Step to be followed after Planning

Supervisory Planning for Resource Use
Advantages of Planning by Supervisor
Limitations of Planning by Supervisor
Prescribing Standard forms for Various Activities
Budgeting for materials & Manpower
Budget:- A Budget is an instrument of management used as
aid in the Planning, Programming & Control Business
Activity .
The Budget is the plan which intend to figure out expected
operations ,revenue, & Expenses of an organization for a
future time period.
Budgeting is to estimate the future while taking the
management inputs considering internal & external factors
of the organization
Types of Budget
Material Budget
Basic Concept of Material Budgeting
Factors Affecting Materials Budget
Manpower Budget
The Manpower Plan
Determine Future Manpower Requirement
Budgeting for Manpower Requirement.

How to Prepare Manpower Budget?

Organizing at Supervisory Level
Organizing is the function of management which is followed

after planning .
Organizing is necessary for systematic & smoother

functioning of any organization

In Organizing the synchronization of all available resources

take place .
 Organizing means person is able to define the role

position ,the jobs related to the role position & the co

ordination between authority & responsibility
Organizing at supervisor level :-
Importance of organizing
Roles of Supervisors while organizing of Physical
Resources.
Process of Organizing Physical Resources
Determination objective

Deciding various Activity

Grouping of Activity

Assignment of responsibility of definite person

Delegation of authority

Providing physical facility & proper environment

Principles of Organizing
Principle of Division work

Principle of Specialization

Principle of Delegation/Authority/Responsibility

Principle of Span of control

Principle of Unity of command

Principle of Balance

Principle of Co-ordination
Matching Human Need With Job Needs.
What are Human Needs?
1) Authority in doing work
2) Authority to take Decision
3) Free hand in Creative work
4) Physical & Mental work Below Stress Level
5) Good Salary
• Jobs Need?
1) Quality of work
2) Quantity of Work
3) No Wastage
4) Teamwork
Allotment of task of individuals & establishing
relationship among persons working in a group
Allotment of Task
1) Distribution work
2) Offering Authority
3) Explaining Jobs Details
• Technique of task Allotment
1) Qualities of worker
2) Skills & Capabilities
• How to Allot the Task
1) Study the task
2) Official Order
3)Decide Leader
Establishing Relationship among Persons working in Group
1) Formation of Group
2) Informal Relation to be developed
3) Appreciating to each other
4) Grooming them for effective work’
5) Establishing common Goal
6) Communication
How Supervisor can be effective in organizing
skills
Be clear about what you need to do

Decide when you are going to do

Give your self time & Space

Decide what is important & what is urgent

Breakdown & delegate task

Do not get frustrated by extra task

Stay on top of the things