Staff supervision and inspection

Overseeing of staff performance by line managers and quality control of staff performance by designated personnel.

DESCRIPTION

While staff supervision is conducted by a line manager and comprises the overseeing of the productivity and the progress made by the employees, staff inspection is a process of checking other people’s work and is a quality control tool put in place by personnel who are not within the direct chain of command of the inspected people.^1,2,3,4,5

PURPOSE & LINK TO INTEGRITY

The purpose of staff supervision is to monitor and promote workers’ performance and effectiveness as well as to enhance their professional and personal development. The benefits of supervision practices include facilitation of performance, improving the quality of work, and enabling instructional supervisors to monitor the staff’s work.

Staff inspection is also conducted for evaluation of quality, efficiency, and effectiveness of operations. As opposed to promoting workers’ personal development though, it is more focused on the adherence to organizational rules and regulations. Through regular inspections, the following can be assured:

• Ensuring that the set goals are pursued
• Certifying that legal mandates, regulations , policies, and procedures are adhered to
• Determining that resources are sufficiently and adequately used
• Determining that equipment is properly maintained
• Facilitating performance
• Ensuring that bureaucratic regulations and procedures are followed.

Both supervision and inspection are important measures to enforce integrity . A lack of one of the two can make staff feel as though they are free to act as they wish, which can lead to dishonest behaviour such as theft, fraud and corruption.⁴

KEY REQUIREMENTS

• Does your organisation have a clear organisational structure and job descriptions in place to ensure clarity on reporting lines and expectations towards staff? (Also check tool Job descriptions)
• Does your organisation have clear policies and procedures in place with which staff has to comply in the field? (Also check tools Anti-corruption policy, Payment procedures, Accounting & finance manual, Connection procedures, Disconnection & reconnection procedures, Meter reading procedures etc.)

HOW TO

In order to be effective, supervision should:^2,3,5,6

• Be fair and equal
• Provide guidance and structure
• Be consistent over time
• Be encouraging and support growth
• Foster a positive work climate and culture
• Enhance professional and personal development
• Be planned, regular and systematic
• Be negotiated between the supervisors and the subordinates
• Be recorded and documented.

Effective inspection should: ^2,3,5,6

• Be accompanied by follow-up and penalties where needed
• Yield accurate, persuasive, objective, and factual data, and bring conclusions and recommendations to the attention of supervisors
• Be guided by an approved project work plan that describes the scope, goal and methodological approach of the inspection
• Be appropriately followed up.

KEY GUIDING DOCUMENTS

Wanzare, Z., 2012, Instructional Supervision in Public Secondary Schools in Kenya, Educational Management Administration & Leadership November 1, 2014 42: 919–934, http://ema.sagepub.com/content/40/2/188.abstract, accessed 03.12.2015

Pierce and  Rowell, 2006, The 10 keys to effective supervision. A developmental approach. White paper January 2006, Rising Sun Consultants, USA, http://www.risingsunconsultants.com/images/white_papers/PDFs/Supervision-Short.pdf, accessed 07.12.2015

FURTHER  READINGS

Wakefield Childcare, 2013, Staff supervision. Section 2. Definitions, Wakefield Childcare, UK

Milwaukee Police Department, 1988, Standard operating procedure. 500 – Personnel evaluations/line and staff inspections, Milwaukee Police Department, USA

Florida Fish and Wildlife Conservation Commission, 2012, Staff inspections and accreditation management, Florida Fish and Wildlife Conservation Commission, USA

Nordmann, D., 2012, Deepening Governance in Water and Sanitation Services, A discussion paper for Water Services Regulatory Board (WASREB)

Executive Office of Public Safety and Security, no year, Staff inspections, Executive Office of Public Safety and Security, http://www.mass.gov/eopss/law-enforce-and-cj/law-enforce/prof-stds/staff-inspections.html, accessed 03.12.2015

Council of the Inspectors General on Integrity and Efficiency, 2011, Quality Standards for Inspection and Evaluation, Council of the Inspectors General on Integrity and Efficiency, USA

The Free Dictionary, no year, Staff supervision, The Free Dictionary, http://www.thefreedictionary.com/staff+supervision, accessed 03.12.2015

FULL REFERENCES

1. Wanzare, Z., 2012, Instructional Supervision in Public Secondary Schools in Kenya, http://ema.sagepub.com/content/40/2/188.abstract, accessed 03.12.2015
2. Pierce, Rowell, 2006, The 10 keys to effective supervision. A developmental approach. White paper January 2006, Rising Sun Consultants, USA, http://www.risingsunconsultants.com/images/white_papers/PDFs/Supervision-Short.pdf, accessed 07.12.2015
3. Wakefield Childcare, 2013, Staff supervision. Section 2. Definitions, Wakefield Childcare, UK,
4. Milwaukee Police Department, 1988, Standard operating procedure. 500 – Personnel evaluations/line and staff inspections, Milwaukee Police Department, USA
5. Florida Fish and Wildlife Conservation Commission, 2012, Staff inspections and accreditation management, Florida Fish and Wildlife Conservation Commission, USA
6. Council of the Inspectors General on Integrity and Efficiency, 2011, Quality Standards for Inspection and Evaluation, Council of the Inspectors General on Integrity and Efficiency, USA