DAPCU Amravati Response to the Theme Supervision

Supervision: - A developmental process designed to support and enhance an individual’s acquisition of the motivation, autonomy, self-awareness, and skills necessary to effectively accomplish the job at hand.

How do you plan and implement your visits for supportive supervision?

Plan:-

• Plan of visits is ready but most of the time it could be change on our own convince and emergency but it gets good result because it is surprise visit.
• Before visit to any facility please check the entire previous performance sheet (DAPCU Amravati Prepared the 10 pages performance report for ICTC) of this center and check where need of support is and where is need of supervision.
• The preference given to supportive supervision on result basis those facilities have low performance first plan visit there.

Implementation:-

• In the visits first encourage the person who is there for their good result in any component.
• Take those register for checking where chances of mistake is more.(Counseling Register)
• Find out the mistake and number of mistake if it is less number only guide for avoid the mistake or false data, but it is in more number go for the information which are link to this mistake. (Ex. In counseling register few of the counselor are fill only primary information of the client like, Name, Address, Age etc,. But other information fill after the OPD timing or his own convince and mistake is there the age of client is 5 years and in condom column there is right teak or the age is 20 years and qualification is post graduate.)
• Read last visit remark to this facility visit and the persons are going through are not check firstly.
• In other facility like TI NGO or other agency first read remark book of this organization and then in TI-NGO first check daily diary of ORW or Supervisors.
• Check referrals to Govt. facility for testing and it could cross match with our available data.
• In ART center first visit to store and check the stock book and then check other documents like client card, registers etc.
• In the planning of our visit few planning of visits to Outreach Activity visit of the facility (ICTC, TI-NGO,LWS)

What should DAPCUs keep in mind while undertaking supervision? 

• DAPCU keep in mind we are taking supervision not an inspection or enquiry officer.
• Priority to give supportive inputs to the persons where you go not a problem creates to them to work in organization.
• Positive approach being the facility before visit.
• Before asking for any question to the persons who is there you should have sufficient knowledge about that.
• Please keep in mind the Burdon of the facility and the availability of the logistic and information.
• Updates of the program and change in guidelines are also keeping in mind.
• Explores common problems with supervision of facility.
• Explains how to use existing checklists for four levels of program review and how to adapt existing supervision checklists to meet specific conditions in a country, region, district and facility.
• Briefly examines approaches to supervision.
• Identifies the critical elements of a policy to underpin a sustainable system of support to improve the quality of facility as well as the competence and satisfaction of staff.

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 List a few Dos and Don’ts.

Dos	Don’ts
Give positive Inputs through supervision.	Not treat as an examiner.
Cool while visit.	Not an Aggressive.
In the front of facility in charge take side of our staff.	Do not take part of others.
Guide the proper things.	Not Misguide.
Treat as a part of the system.	No treat as a person.
Positive discussion on their issues.	Not to personal problem other than work.
First listen there question and problem	Not to attack of question.
Compare with our program other facility.	Don’t compare with other program.
Minimize the Burden.	Don’t give extra burden if not essential.
Use his/her ideas regarding program in own level.	Don’t bother for doing such things which is out of control.

With this developmental perspective in mind, we recommend the following 10 keys to effective supervision:

The 10 Keys to Effective Supervision.

1. Support Growth - Provide support for employees development through:
• Professional Development Plans 
• Strength Based Performance Appraisal Systems

2. Unite Your Team - Building a culture of care and concern by maintaining: 
• Open door policy 
• Regular one-on-one supervisory meetings

3. Praise Others - Provide praise and encouragement through:
• Formal recognition systems
• Informal compliments - Catching them doing things right

4. Expect Excellence - Set high expectations for employees through:
• Clear position descriptions
• Regular feedback sessions with staff

5. Require Accountability - Uphold individual responsibility by: 
• Creating a culture where staff holds each other accountable
• Creating a culture where staff holds themselves accountable

6. Value What You Believe – Linking actions and behaviors to values by:
• Ensuring understanding and buy-in to a shared mission and vision 
• Continuously reminding team of goals and desired outcomes

7. Instill Independence - Allow autonomy of employee through:
• Appropriate delegation
• Encouraging risk taking

8. Share Continuously - Establish two-way communication through:
• Active listening
• Being transparent

9. Optimize Ownership - Create opportunities for employees to contribute by:
• Participatory strategic planning sessions
• Encouraging risk taking

10. Realign Your Efforts – Evaluate personal strengths and weaknesses by: 
• Evaluating yourself as a supervisor on a daily basis
• Asking for Input – Reflect on areas of growth that would help staff.

CMIS Meeting of DAPCU Amravati