Functions of a Supervisor: 15+ Functions of a Supervisor

Everything you need to know about the functions of a supervisor. A supervisor holds a managerial position in the organisation hierarchy at the operational level.

He/she is the immediate boss of the workers thus, has direct responsibility of the performance of the workforce. A supervisor plays multiple roles to ensure that organisation achieves maximum productivity.

A supervisor’ acts as the mouthpiece of management to interpret policies and plans to workers to highest level managers.

A supervisor is thus the key man in management and occupies a unique position in the chain of command. To the effective, a supervisor must possess technical and human skills.

ADVERTISEMENTS:

Some of the functions performed by a supervisor are:-

1. Supervisors as Key Persons in Management 2. Supervisors Holding a Middle Position 3. Marginal Supervisors 4. Supervisors as Other Workers 5. Supervisors as Behavioural Specialists 6. Proper Allocation of Work

7. Optimum Utilisation of Resources 8. Motivating Subordinates 9. Ensuring Effective Communication 10. Maintaining Discipline 11. Facilitating Feedback 12. Performing Personnel or HR Function

13. Facilitating Control 14. To Schedule Activities 15. To Instruct and Guide 16. To Control 17. To Act as a Link Pin 18. To Report and a Few Others.

Functions of a Supervisor

Functions of a Supervisor – Supervisors as Key Persons in Management, Supervisors Holding a Middle Position, Marginal Supervisors and a Few Others

Five different views are held as regards to the functions performed by supervisors.

Function # 1. Supervisors as Key Persons in Management:

ADVERTISEMENTS:

Supervisors are the representatives of management. Workers, in fact, view them as ‘management’ only. Downward communication from top managers to workers and upward communication from workers to managers is facilitated through supervisors. They are, thus, viewed as important or key persons in management by the workers. While communicating the intentions of managers to workers, they perform the managerial functions of planning, organising, staffing and controlling the activities of workers.

Function # 2. Supervisors Holding a Middle Position:

According to this view, managers want their intentions to be passed and implemented by workers. They want workers to obey and work according to rules and regulations. Workers, on the other hand, want supervisors to fulfill their expectations from the management, like fair wages, working conditions, leave rules etc.

If intentions of managers and workers are agreeable to each other, there is no problem of adjustment for the supervisors but if intentions of either party are not acceptable to the other, supervisor has to act wisely and intelligently to convince the two parties about the expectations of the other group. As holder of the middle position, he mediates between two opposite forces.

Function # 3. Marginal Supervisors:

ADVERTISEMENTS:

As marginal supervisor, a person holds supervisory position only superficially. He does not form part of the main stream of managers and is, therefore, not linked with the functional or departmental activities. If managers need assistance to solve the problems of workers, they seek the advice of staff specialists. Workers, on the other hand, represent their views through the union leader. The union leader and managers contact each other directly to represent their views. No specific tasks are managed by supervisors according to this view. It views supervisors as only marginal supervisors.

Function # 4. Supervisors as Other Workers:

According to this view, supervisor is just another worker. It is only that he is titled as ‘supervisor’. He does not form part of managerial hierarchy and carries out the instructions and orders of managers as any other worker does.

Function # 5. Supervisors as Behavioural Specialists:

Supervisors are viewed as holding the position of specialist in behavioural sciences.

Supervisors as behavioural scientists study human behaviour and relate it to organisational tasks. They help in getting the work done through workers.

Functions of a Supervisor – Proper Allocation of Work, Optimum Utilisation of Resources, Motivating Subordinates, Ensuring Effective Communication and a Few Others

Supervision clearly means accomplishing all work and tasks through the efforts of other subordinates. Consequently, this function requires a good supervisor who can get the work done effectively.

The following is a short-list of key functions of a supervisor:

1. As a Delegator:

A supervisor should have good knowledge and experience about the job to make definitive decisions and implement them through his/her subordinates. Such supervisors are key or critical for delegating necessary activities and plans in an organisation.

2. As a Mediator:

ADVERTISEMENTS:

The supervisor usually acts as a link between the top management and the subordinates. Their main job is to prepare a cooperative environment between both levels of management by translating the company policies and plans into a plan of action, keep employees informed, assess performance, conduct appraisals, maintain discipline when necessary, provide training or take coercive actions and report the performance and outcomes of the activities conducted back to the top management. The supervisor thus acts as a mediator to achieve the required organisational goals.

3. Human Relations Specialist:

As a human relations specialist the supervisor should establish an ethical environment in an organisation by establishing performance standards, setting policies, ensuring equal and fair treatment to employees, rules and regulations that develop better interpersonal and intergroup relations and adjustments.

Supervision is the most important function of directing and requires a suitable supervisor who can perform the following functions:

ADVERTISEMENTS:

1. Proper Allocation of Work:

Supervision mainly involves identifying all activities and allotting appropriate jobs to subordinates responsible for them. Supervisors select subordinates in accordance to their relevant interests and capabilities prior to allotting those jobs.

For example- a fabric production unit could consist of different sets of workers with capabilities differing in terms of the activities involved like – Fabric formation (warping, weaving and knitting); Wet processing of fabric (preparation, dyeing, finishing and printing); Fabrication (cutting and sewing) of fabrics, and; Packaging/distribution of fabrics to retailers.

2. Optimum Utilisation of Resources:

ADVERTISEMENTS:

All activities are closely monitored in the organisation by the supervisor who optimally utilises all resources like labour, material, machinery, etc., to commence and complete operations effectively. For example- in a fabric manufacturing unit, the supervisors will review and monitor the subordinates responsible for the flow of raw materials like yarn, thread, dyes, etc., across machines like warping machines, weaving/knitting machines, cutting/sewing machines and so on, till the final fabric is produced, packaged and distributed without any wastes or loss of time.

3. Motivating Subordinates:

A supervisor divides the work suitably in accordance to performance standards, rules and regulations, which make relevant subordinates responsible and accountable. Subordinates are accordingly empowered and motivated to work diligently and efficiently under the supervisor’s guidance.

4. Ensuring Effective Communication:

Supervisors need to ensure that the communication to the subordinates is effective, which support the targets / goals identified by the top management. The possible means of communication considered by supervisors include providing constructive feedback face-to-face to subordinates regarding their performance by correcting their mistakes through self-demonstrating and boosting their confidence to take up initiatives on their own. Listening is also an effective means of communication that allows supervisors to communicate with workers experiencing work-related problems (problems with working conditions or with other workers).

5. Maintaining Discipline:

ADVERTISEMENTS:

Supervisors are expected to maintain discipline among subordinates which keeps them focused on productive job activities and maintains a level playing field for all employees. Discipline also restricts employees from performing prohibited activities while everyone abides to rules. For example, many Business Processing Outsourcing (BPO) units who manage company records and accounts, restrict employees to carry personal laptops or mobile phones during working hours to avoid possible loss/theft of confidential information.

6. Facilitating Feedback:

Feedback refers to providing information to the supervisors about reactions or output derived from the performance of a task or activity by the subordinates. It confirms desired results, identified gaps between what supervisors expected and the actual work performed by the subordinates and provides information on how to improve on those gaps. Without feedback, subordinates remain unaware of their supervisor’s view or impression and their performance.

7. Performing Personnel or HR Function:

As supervisors have a direct view of the performance of their resources, they are also the first to know about open or vacant positions in the organisation. They seek authorisation from the top management to indicate urgency on filling up the vacant position and ensure continuity in operations. They identify the specific requirements of the job, advertise or indicate it to the HR department, review resumes and conduct interviews. Following placement in the vacant position, the supervisor confirms the new employees with adequate facilities (desk, computer, office supplies, etc.), and introduces them to relevant HR policies and procedures.

8. Facilitating Control:

ADVERTISEMENTS:

Supervisors controls the overall performance of the organisation by recording the actual performance of the subordinates, checking the progress of work, finding anomalies or deviations in the process and if not independently solved then reporting to the top management about the deviations. Subsequently, their supervision facilitates control of the top management on the workings of the organisation.

Functions of a Supervisor – To Schedule Activities, To Instruct and Guide, To Control, To Motivate, To Act as a Link Pin and To Report

Following are the main functions of a supervisor:

1. To Schedule Activities:

The supervisor prepares the schedule of activities of the work group under his/her supervision. Schedule involves laying down the time for different operations as also the total time for the work to be completed. The objective of scheduling is to ensure that each work is completed according to schedule.

2. To Instruct and Guide:

Issuing instruction for execution of work is one of the primary functions of the supervisor. The supervisor also guides the subordinates and solves their problems. The problems may relate to technical aspects of operation, working conditions or interpersonal relations among the subordinates.

ADVERTISEMENTS:

3. To Control:

Controlling is an important function of the supervisor. Supervisory control includes checking on the methods in use and progress of work against the planned schedule, recording actual performance at regular intervals and reporting work completed along with deviations, if any, to the managers concerned.

4. To Motivate:

One of the important functions of a supervisor is to motivate his/her subordinates towards better work performance. This is done by offering them incentives and creating team spirit among the group.

5. To Act as a Link Pin:

The supervisor acts as a linking pin between the management and the operatives. On the one hand, he/she communicates management decisions to the workers and also implements the plans and policies of the management. On the other hand, as a representative of the operatives, he/she conveys their view points, suggestions, grievances and complaints to higher level management.

ADVERTISEMENTS:

6. To Report:

Every supervisor spends a considerable amount of time on paper work. He has to prepare various reports on the progress of entrusted upon him, on the fulfillment of planned tasks and on the performance of his team. Report on the progress and performance of work may be compiled on a day to day or weekly basis. Consolidated reports for a week or month may be forwarded to the top management. Regular reports on the performance of the work groups may be used also as a feedback to the operatives for improvement of their work effort.

Functions of a Supervisor – 7 Important Functions: Direct Relationship with Workforce, A Link between Workers and Management and a Few Others

A supervisor holds a managerial position in the organisation hierarchy at the operational level. He/she is the immediate boss of the workers thus, has direct responsibility of the performance of the workforce. A supervisor plays multiple roles to ensure that organisation achieves maximum productivity.

Functions or roles which emphasis the importance of a supervisor are:

1. Direct Relationship with Workforce:

A supervisor communicates instructions to the workers and guides their efforts for effective implementation of plans established by top and middle level management. The day-to-day contact with workers helps supervisors to develop friendly relationship with workers.

2. A Link between Workers and Management:

A supervisor is an important link between management and workers. On one hand, the supervisor communicates the plans and ideas of management to workers and on the other hand, he represents workers in front of management to discuss their problems and grievances. Efforts of a supervisor help to avoid misunderstandings and conflicts between management and workers.

3. Helps to Maintain Unity among Workers:

An efficient supervisor maintains discipline amongst workers, solves their work related problems, and sorts their personal differences as and when they arise. The harmonious working helps to maintain unity amongst workers.

4. Ensures Achievement of Targets:

Supervisor has the prime responsibility of achieving targets set by his/her superiors. He/she ensures that workers are appropriately instructed and motivated to accomplish the targets and perform effectively and efficiently.

5. Helps to Build Efficient Team of Workers:

A skilled and knowledgeable supervisor provides effective on-the-job training to his/her workers. The continuous and effective training helps to improve technical skills amongst workers and builds them as an efficient team of workers.

6. Improves Employees Performance and Morale:

A supervisor acts as a guide or philosopher to workers. He/she helps workers to overcome shortcomings and realize their potential. This not only improves performance but also builds confidence and high morale amongst employees.

7. Enhances Work Skills among Employees:

A good supervisor performs the follow-up or reviews actions most effectively. He analyses the work performed and gives feedback to the workers. He also suggests the alternative ways of doing task to achieve better results. The continuous discussions help workers to improve or develop skills.

Functions of a Supervisor – 12 Important Functions

1. Communication of Orders, Instructions:

Every day, a supervisor issues a number of orders to his subordinates. The orders are about what, how, when, where and by whom a particular job is to be done. The purpose is to initiate, modify or halt any action. His orders need to be simple, clear-cut, and complete, besides being in a language easily understood by persons to whom they are given. Further, each order should suit the ability and willingness level of the subordinate(s).

2. Improvement of the Existing or Introduction of New Work Methods:

Improvement of the existing work methods or introduction of any new methods is an important function of a supervisor. For this he needs to constantly review the methods currently used and to work on development of better methods to perform various jobs.

This will require him to study the body movements of each worker and the time taken by him to perform the assigned task to decide which body movements can be dispensed with to improve job performance. This will also enable him to devise improved work methods that will cut down on unnecessary movements of workers and machines.

3. Introduction of New Machines and Techniques:

Amazing technological developments taking place by the day have led to invention of new machines and tools. This will require a manager to persuade his superiors to introduce new machines and tools on the shop floor. He will also need to train operative workers in the techniques to work on modern machines and tools.

4. Managing Workers’ Resistance to Change:

Workers do not generally welcome the introduction of new machines and work methods. They fear that any such change may lead to reduction in workforce. Sometimes, opposition to change may be because it might break up old groupings, friendships, or require people to work with new people.

Their opposition may also be due to the fear that the change might lead to reduced earnings or lessen the opportunities for advancement. It is for the supervisor to convince workers on how introduction of new machines and work methods will be for their own benefit.

5. Making Jobs Interesting for Workers:

While job assignment among workers is the function of supervisor, he should ensure that this should suit their interests, ability and skill-levels. Coupled with authority to use the resources necessary for completing the task, this would motivate workers to keenly perform their individual tasks. The main object of job allocation should be to ensure that rather than fitting the workers into jobs, the jobs are so designed that workers willingly fit themselves into their jobs.

Providing proper training, linking wages to performance and prospects of career growth will be some other factors that will make jobs interesting for workers.

6. Selection of Workers:

Even in large organizations where workers are provisionally selected by personnel manager, a worker will be finally appointed only after his selection has been cleared by the supervisor. A supervisor will do so after satisfying himself about the worker’s ability and skills to perform the desired tasks.

7. Providing Induction or Orientation Training to New Workers:

The purpose of induction or orientation training is to familiarize a new worker with the objects, policies, procedures and programs as well as authority positions of the organization. The training would include introducing the new worker to his co-workers and taking him round the office and factory.

It would also involve briefing him about (a) His immediate and ultimate superior; (b) Goods and services produced by the organization; (c) His place of work; (d) His duties, responsibility and accountability; (e) Lunch and tea-breaks; (f) Situation of canteen, toilets and wash-rooms; and (g) His entitlement to casual leave, sick leave and earned leave.

The supervisor on his part should obtain from the new employee information about (a) His work experience; (b) Employers for whom he has worked before; (c) His likes and dislikes; (d) Place of his permanent and present residence; and (e) His willingness to avail pick-up and drop facility provided by the company.

8. Providing Training to Workers:

If the supervisor feels the new worker needs to be trained in the specifics of the job to be assigned to him, he should arrange for his in-house or outdoor training. The benefits of job-specific training can be numerous: (a) Increase in efficiency and productivity; (b) Reduction of material wastage; (c) Fewer cases of accidents and injury to workers; (d) Low labor turnover, (e) Boost to employee morale, and so on.

Generally, the supervisor himself should conduct training sessions. Or, the job may also be left to be done by someone inside or by any recognized institute outside. To train means to help workers to learn specifics of a job, so there should be no impatience with the time taken by the trainee in learning. The fact of the matter is that if a trainee has not learnt, then obviously the trainer has not taught.

9. Addressing and Redressing Grievances:

A grievance is an expression of dissatisfaction. A supervisor must try to address grievances of workers and try to resolve them at the earliest. To this end, he should examine the causes underlying a grievance and try to remove them.

Sometimes, a grievance may hide behind it a different agenda, for example, a worker’s complaint about the quality of tools may in fact be expression of his displeasure with the supervisor recommending out-of-turn promotion to another worker.

Inadequate wages, boring work, lack of safety arrangements, poor working conditions, absence of friendly interpersonal relations or lack of opportunities for career advancement may also be causes of grievance. However, expressed or unexpressed, genuine or not, the supervisor should ensure that grievances are addressed and, where possible, also redressed satisfactorily.

10. Maintaining Discipline among Workers:

Discipline in the context of an organization refers to orderliness in which subordinates willingly work and behave as per standards prescribed by procedures and rules. Once subordinates know and understand what is expected of them, they are generally inclined to perform as desired. The background for compliance is created by self-discipline practiced by top management down to lower level managers, including supervisors.

Unruly and undisciplined behaviour by workers is often the result of low wages, poor working conditions, lack of opportunities for advancement, or anti-worker attitude of managers.

To tackle cases of indiscipline, the supervisor should first demonstrate able leadership by doing his own job efficiently, sincerely and on time. Second, jobs designed by him should be practicable. Second, he should be fair, reasonable and impartial in his dealings with workers. Third, he should set high standards of performance for workers, as challenging jobs serve to inspire them. Fourth, before taking action against any subordinate for indiscipline, he should give him reasonable time to explain why he should be spared penal action.

11. Facilitating Easy Communication with Workers:

Establishment of adequate and effective channels of communication with his superiors and subordinates is an important responsibility of a supervisor. The flow of communication—downward, upward, and sideward—should be quick, smooth and without any hindrance.

Communication links with superiors will enable him to know the plans and programs decided by them. Communication with his subordinates through orders and instructions will facilitate informing and interpreting the decisions taken by him and superiors.

This will enable subordinates to know what they need to do, how and where and what resources will be at their disposal to do it. Communication with peers will keep him informed on how performance by his workers affects performance at their end.

12. Ensuring Safety of Workers at Workplace:

It is the supervisor’s responsibility to ensure proper safety of his subordinates at the workplace. If he is slow or negligent in taking proper safety measures, the organization may have to incur heavy liability on paying compensation to workers. It may also result in damage or loss to uninsured business property. There may also be liability for breach of safety regulations and standards prescribed by law.

The supervisor should take following measures to ensure safety of life and property at the workplace:

(a) He should make his workers safety-conscious. This would necessitate proper safety training, education, and effective publicity.

(b) He should arrange for detection of possible safety hazards, such as poor lighting, slippery floors, unguarded machines, faulty electrical installations, poor work methods and disregard of safety rules.

(d) He should ensure provision of modern and safe tools and equipment to workers.

(e) He should have safety signs and warning signals installed in the factory.

(f) He should arrange for absolutely safe handling of heavy and inflammable material.

(g) He should ensure regular inspection of machines and tools and fire-fighting equipment and replace them soon after they have become outdated.

(h) He should ensure that stocking and storing of goods and materials do not present any safety risks.

(i) He should ensure good housekeeping in the factory.

(j) He should order quick inquiry into any accident at workplace and take immediate measures to prevent its recurrence.

Functions of a Supervisor

A supervisor performs the following important functions which helps the organisation to achieve its objectives.

The various functions of a supervisor are:

(a) Planning the work – The supervisor has to determine work schedule for even and steady flow of work. He then assigns the work to different workers according to their abilities. He also makes arrangements for raw materials, machines, tools and equipment.

(b) Issuing orders – The supervisor issues orders and instructions to the workers for achieving co-ordination in his section. He tells them what to do and how to do.

(c) Providing guidance and leadership – The supervisor leads the workers of his department. He fixes production targets for them and provides them the necessary guidance for doing the work assigned to them. He provides good on-the-job training to the workers and employees.

(d) Motivation – The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspires them for higher quality and productivity.

Functions of a Supervisor – Top 9 Functions: Planning the Work, Issuing Orders, Motivation, Preserving Records, Controlling Output, Grievance Handling and a Few Others

The various functions of a supervisor are:

(b) Issuing orders – The supervisor issues orders and instructions to the workers for achieving co-ordination in his section. He tells them what to do and how to do.

(d) Motivation – The supervisor motivates his subordinates by providing financial and non-financial incentives. He inspires them for higher quality and productivity.

(e) Preserving records – The supervisor keeps records of output and other related aspects of each employee. He sends necessary information to the top management.

(f) Controlling output – The supervisor controls the performance of the workers by comparing their performance with the standards. He also takes necessary action to ensure that production is done according to the predetermined standards.

(g) Liaison between management and workers – The supervisor is an important link between the management and the workers. He explains management policies to the workers and also passes on the management’s instructions. He has a close contact with the workers and tries to understand their problems. He brings workers’ problems to the notice of the top management.

(h) Grievance handling – A supervisor is in direct touch with the workers, so he can handle their grievances effectively. He should maintain good relations with the workers so that the workers come to him if they have any grievance. When a grievance is reported, he should try to remove it. But if he cannot redress the grievance, he should report it to the higher level management.

(i) Industrial safety – Ensuring safety of workers is an important responsibility of the supervisor. For this purpose, he should give proper training to the workers regarding the safety aspect of their jobs. He should train them is the use of safety devices. He should also undertake regular inspection of machines, tools, etc., to minimise chances of accidents.

Functions of a Supervisor – 12 Important Functions

Supervisor’s work is directly concerned with the workers’ activities which are responsible for achieving the objectives of an organisation. So the supervisor is regarded as a Key man in management.

Generally, the supervisor performs the following functions:

1. He gives orders, instructions and implements the rules.

2. He converts the goals, programmes, policies, and resources into products or services.

3. He creates a proper climate or working conditions in the working places.

4. He arranges work assignments, determines procedures and prescribes methods.

5. He arranges tools and materials for workers.

6. He provides technical knowledge to workers.

7. He motivates the workers as to how well they can do their jobs.

8. He acts as an example to his group members or sub-ordinates.

9. He hears the grievances and complaints of his sub-ordinates and helps to solve them.

10. He can communicate the feelings or problems of his sub-ordinates to the top management, if needed.

11. He controls the performance of workers.

12. He recommends promotions, transfers and pay increase of his subordinates.

Functions of a Supervisor – Planning and Organising, Working Conditions, Leadership, Motivation, Controlling, Grievance Handling and Linking Pin

Supervisor is a link pin between management and workers in the organisation. He must perform all managerial functions as well as also look after the welfare of the subordinates working under them.

In general, a supervisor performs the following functions:

(i) Planning and Organising – The supervisor is responsible for planning and organising the work of his section, although there is only limited people for planning.

(ii) Working Conditions – Physical setting of the work illumination, ventilations and sitting facility have direct effect upon the health and productizing of the workmen, Therefore, it is responsibility of the supervisor to provide hygienic and proper conditions of work to the workers.

(iii) Leadership – The supervisor leads the workers of his department and also provides the necessary guidance for doing the work assigned to them.

(iv) Motivation – The supervisor motivate his subordinator by providing financial and non-financial incentive.

(v) Controlling – The supervisory control includes checking progress of work against the planned schedule, recording actual performance at regular intervals and reporting work completed along with be deviations, if any to the managers concerned.

(vi) Grievance Handling – A supervisor can handle the grievances of workers effectively. He should maintain good relations with the workers so that the workers come to him if they have any grievance. When a grievance is reported he should try to remove it and satisfy the workers.

(vii) Linking Pin – The supervisor explains management policies to the workers and also passes on the managements instructions. He has close contact with the workers and tries to understand their problems. He should also bring workers problem to the notice of the top management.

Functions of a Supervisor

Supervision is an essential step in the process of directing. Literally the term “supervision” implies super and vision is expert overseeing employees at work. It involves direct personal contact with subordinates. Supervision converts plans into action. A supervisor serves is the link between management and workers.

Supervision is necessary at all levels of management. Throughout the chain of command each superior supervises the work performance of his subordinates. Top managers supervise the work of middle level managers who in turn supervise operating executives.

A supervisor’ acts as the mouthpiece of management to interpret policies and plans to workers to highest level managers. A supervisor is thus the key man in management and occupies a unique position in the chain of command. To the effective, a supervisor must possess technical and human skills.

A supervisor must perform following functions:

1. Arrange work, assign tasks and define responsibilities.

2. Issue orders and instructions and explain management plans.

3. Establish methods and procedures and enforce rules and regulations.

4. Maintain team-work and discipline.

5. Keep management informed of the progress of work and supply data on current operations.

6. Ensure supply of tools, materials etc. to workers.

7. Listen workers complaints, grievances and suggestions and convey them to higher authorities.

8. Co-ordinate individual efforts and control day to day operations.

9. Recommend pay increases, promotions and transfers etc.