UNIT 3: Directing and Controlling at Supervisory Level

Needs for Directions & Instructions to Subordinates (Employees):

There can't be perfection in work or improvement in performance without directions and

instructions to workers.

Why Directions & Instructions Are Needed:

1. There is a chance of mistakes.

2. Employees become directionless.
3. Prior instructions assist in smooth functioning.
4. Work can't happen as per plan.
5. Employees may get frustrated due to mistakes they are making.
6. Loss of time and resources.
7. New staff or juniors can't work without proper directions and instructions.
8. Deviations or errors are possible in work if there are no directions.
9. Loss of system happens.
10. Goals can't be achieved due to lack of instructions to workers.

Completeness & Feasibility of Instructions:

1. Instructions should be given at the proper time and to the proper person.
2. Instructions are clear, simple, and not confusing.
3. Instructions should be given by proper authorities.
4. Instructions can be in written or oral form.
5. Instructions should have a feedback mechanism.
6. Language is familiar to users; it must be readable or understandable.
7. Instructions are specific and have sound meanings.
8. Instructions are scientific-based and follow rules and regulations.

Needs/Requirements of Effective Direction by Supervisor:

Direction by a supervisor is a complex formation and can be learned and perfected only
through long experience.

Principles of Direction by Supervisor:

1. Harmony of Objective: The supervisor should direct subordinates in such a way that
they feel their personal goals align with the objectives of the company.
2. Unity of Command: Subordinates should receive instructions only from one
supervisor.
3. Direct Supervision: Every supervisor must maintain face-to-face and direct contact
with employees.
4. Efficient Communication: Supervisors should give orders through effective
communication only.

Conditions Which Make Instructions/Orders Acceptable:

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 1. The order should be clear, complete, and compatible with the purpose of the
company.
2. The order should be compatible with the employee's personal interest.

Methods to Ensure Compliance to Instructions:

1. Force: "Do what I say; otherwise, you will be punished if you don't follow."
2 Paternalism. : "Do what I say because it is good for you."
3. Bargain: "You do as I say in certain respects, and I do as you say in certain other
respects."
4. Harmony of Objectives: "If we perform together, each will achieve his goal."

Characteristics of Good Instructions:

1. Instructions should be reasonable and clear.

2. They should be easily understandable, complete, and acceptable to employees.
3. Instructions should preferably be in written form and specify time.

Importance & Characteristics of Direction:

Starts action with assured contribution in work by [Link],

communication, and stability are maintained among employees.

1. It provides balance in the company and helps to achieve goals.

2. It's a continuous process.
3. It starts from the top and moves to the bottom of the organization.
4. Direction is the link between planning and control.

Personal Counselling to Employees

The supervisor is a counsellor, advisor, and mentor to the workers. Unless and until the
supervisor connects with the workers in these roles, it is very difficult to achieve excellence.
Giving orders and instructions for getting work done is not sufficient for the smooth running
of production among workers. Therefore, the supervisor must provide counselling to
employees.

Need for Counselling

1. Employees lack confidence in work.

2. They need guidance and support from seniors.
3. Stress in work affects their mental conditions.
4. Some workers make repetitive mistakes.
5. There is an impact on productivity because of poor performance.
6. Some workers are nervous due to certain reasons.
7. Motivation is needed to improve their output.

In all such cases, personal counselling is required.

Qualities of a Supervisor as a Counsellor

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 1. Stable mind with positive thinking.
2. Listening ability and understanding body language of employees.
3. Sensitive mind and problem-solving nature.
4. Good communication skills and motivational approach.

Advanced Predictions of Possible Mistakes

This is a skill that is logical as well. If you want to become successful as a supervisor, you
must think a way that you can predict what mistakes are possible.

How to Do Such Predictions:

1. Understand the present scenario.

2. Identify deviations in work from planned standard work.
3. Project the future based on the present status of work.
4. Predict potential poor, improper, or bad mistakes that can occur.

Use of Such Predictions:

1. Be prepared for losses and minimize them.

2. Avoid or reduce future mistakes.

Elaborating Decisions

Many times, subordinates (employees) are not aware of the reasons behind decisions taken by
higher management. This can lead to confusion among them. Hence, decisions may need to
be elaborated (explained) by management in certain cases.

Need to Elaborate Decisions:

1. Create awareness about decisions.

2. Know policies of management to avoid confusion.
3. Avoid gossiping at lower levels of the organization.
4. Gain clarity about their future work.
5. Understand duties and responsibilities associated with decisions.

Ways to Elaborate Decisions:

1. Through written documents.

2. By conducting meetings.
3. By counselling

. Which Kind of Decisions Can Be Elaborated?

1. Uniform
2. Extended time hours
3. Bonus & Benefits
4. Any changes in schedule
5. Transfers

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 6. Need for training

Laying (Applying) Disciplinary Standards in Overall Working

Importance of Disciplinary Standards

1. Quality increases in work and productivity.

2. Time is saved.
3. Losses, wastages, and accidents are reduced.

Ways to Apply (Laying) Disciplinary Standards

1. Establish rules and policies for discipline.

2. Implement disciplinary actions.
3. Ensure seriousness in following disciplines.
4. Provide training for discipline.
5. Give awards for disciplined practices.
6. Impose punishments on non-disciplined employees.
7. Maintain high quality and zero errors.
8. Encourage sober behavior among employees.

Managerial Control

Understanding Team and Link Between Various Departments

Understanding team dynamics and maintaining a connection between various departments are
important concerns of management control. The supervisor acts as the leader and mentor of
the group.

Understanding Team

The supervisor must know every aspect of their team.

1. What is meant by understanding the team?

a) How many team members are there?

b) Expertise of team members.

c) Speciality of the team.

Limitations & Positive Points of Team Members

• 37 persons of achievements of the team.

Why Understanding the Team is Needed

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 • Control team activities.
• Assign team and work.
• Find where team members need support.
• Increase or decrease the size of the team.
• Provide training to the team.
• Utilize team members effectively with motivation.
• Satisfy the needs of the team.

Benefits to Supervisor

• A supervisor can take perfect decisions.

• Work is in control with no errors.
• Clarity in work.

Link Between Various Departments in Respect of Process & Quality

Standards

• A supervisor must be a link between various departments and the production shop
floor.
• The supervisor should maintain dynamic relations with other departments like:
o Maintenance
o Inventory
o Stores
o Purchase
o Quality control
o Design
o Dispatch

This link with other functional departments helps maintain standards in process and quality.

With Maintenance Department:

• Breakdown intimation.
• Systematic frequency of periodic and routine maintenance.
• Avoid production stoppages.

With Stores & Inventory:

• Get material in time.

• Obtain tools, equipment, and accessories without delay.
• Ensure smooth production.

Link with Quality Control (Q.C.):

• Maintain standard quality as per specifications.

• Avoid large-scale mistakes.

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 • Check materials from raw to finished levels.
• Identify and restrict errors.
• Such linking work by the supervisor helps to achieve quality standards and control
operations.

Advantages

1. No stoppage of production, ensuring smooth operations.

2. Quality increased, and production is in control.
3. No rework and misunderstandings.

Steps in Control Process

1. Setting performance standards.

2. Measurement of actual performance.
3. Comparing actual performance with standards.
4. Analyzing deviations.
5. Taking corrective actions.

Controlling

Controlling Methods

Type-1: Non-Quantitative Methods of Control (Quality):

For controlling overall organizational performance, the following techniques are frequently
used:

1. Observation
2. Spot inspections
3. Oral & Written Reports
4. Performance evaluation
5. Discussion between manager and employees involved in the activity

Type-2: Quantitative Control Techniques (Quantity):

The quantity control techniques are based on specific data to measure quantity effectively.
These techniques include:

1. Regular operating budgets, sales, and cash budgets

2. Internal, external, and management audits
3. Break-even (B.E.) analysis and break-even point (BEP)
4. Gantt chart

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 5. CPM (Critical Path Method) & PERT (Program Evaluation and Review Technique)
data techniques

Example Calculation

If 1 product MRP is 50% and the company’s overhead expenses to produce for the month are
500, calculate the quantity.

Essentials of Effective Controlling by Supervisor

1. Suitability: The control system should be appropriate to the nature of the

requirements.
2. Flexibility: It should be flexible.
3. Timely & Forward Looking: The feedback system should be quick.
4. Objective: The objective of the company should be clear and simple.
5. Economical: The control system should be acceptable to every member of the
organization and must be economical.
6. Periodic Review: The control systems should be periodically reviewed and evaluated.

Workers’ Resistance to Managerial Control

1. Failure to accept the objectives of the company.

2. If standards set for employees are too high, they may dislike control activities.
3. Too many controls irritate workers.
4. Employees fear exposure of their weaknesses in front of colleagues, making them
dislike controls.

Scope for Control by Supervisor

1. Control over short-term or long-term policies.

2. Control over departments and workers.
3. Control over production and its cost.
4. Control over cycle time, materials, and machines.
5. Control over tools and equipment, i.e., overall control.

Types of Supervisory Control

1) Standardizing Control

• Performance of workers is standardized.

2) Preserving Control

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 • Responsibilities are allocated to employees.
• Strict supervision is done to control the use of materials.

3) Measurement Control

• Job performance of employees is measured through special reports.

4) Motivating Control

• Control employees by giving motivation such as promotions, rewards, etc.

Advantages of Control by Supervisor

1. Control by the supervisor makes necessary adjustments in operations.

2. The management can verify the policy through the control process.
3. There is psychological pressure to get better performance through the control process.
4. Discipline is maintained in the company.
5. Control by the supervisor ensures progress in efficiency.
6. The supervisor coordinates the activities of subordinates with the help of control.

Limitations of Control by Supervisor

1. Supervisors can’t fix standards in all cases. If standards can’t be quantified,

performances can’t be measured accurately.
2. External factors like government policies and market trends can’t be controlled by the
supervisor.
3. If the supervisor tries to keep strict control over subordinates, their freedom is lost,
making it difficult to apply accountability to workers who are not willing to accept
controls.
4. Small organizations can’t afford expensive methods of controlling.