SUPERVISION

 LEADERSHIP, MANAGEMENT, GOVERNMENCE

SUPERVISION

A. Supervision is the act or function of overseeing something or somebody. It is the process that involves guiding, instructing and correcting someone

B. Principles of supervision

Standards

job description

policy

operational analysis

communication

C. 5 characteristics of effective supervision

policy making and forecasting

Executing and controlling tasks

Obtaining resources and staffs

Planning

Leading

C. Skills of effective supervision

Communication Skills

A good supervisor has excellent communication skills. He needs to interact with the staff regularly and assign them many tasks as well as guide them. So, he has to be a good communicator in order to pass the information clearly to the team members and make them understand what he wants them to do. Supervising is all about guiding and leading others to make the job done in your desired way. You need to have good communication skills in the first place to be a good supervisor.

2. Conflict management

Conflict management skill is very important for a good supervisor. A workplace comprises of different people from different backgrounds and with different viewpoints. So, conflict may arise at any time within the team members. A good supervisor recognizes this and creates an effective way to minimize and deal with conflicts when it happens. Conflict management skills help a supervisor in this regard to know well how to resolve and manage conflicts and ensure a harmonious working environment.

3. Critical thinking

In the workplace, there can arise many situations where good critical thinking skill can help you a lot. A supervisor has to deal with different people and different responsibilities where he needs to do extensive brainstorming for proper decision making. More responsibilities come with higher positions and he has to ensure effective management of all of those. A good critical thinking capability makes the decision-making process easier for a supervisor.

4. Time management

Timing is one of the most important things for a business. A supervisor needs to do his own tasks simultaneously while supervising others. It can be a severe problem if a deadline is missed while juggling a lot of task at the same time. So, a supervisor always needs to be aware of deadlines. That’s why he should have a proper sense of timing to meet the deadlines.

Time management skill is important for a supervisor because it helps him structuring and arranging the schedule in a way so that he can accomplish the goals easily.

5. Sense of priority

Sense of priority means priority management skills. Basically, priority management and time management are both interconnected. Every good supervisor has the skill of priority management. As a supervisor, you need to do a lot of tasks at your workplace. Each task doesn’t have the same level of urgency. Some may be very urgent to do while some may not be that urgent. So, you should have a sense of priority to decide which task you should prioritise and do first. This will help you to prevent procrastination at your workplace and improve your efficiency.

D. Five steps of effective supervision

1) provide tools.

2) provide training as needed.

3) help them set goals.(communication vet important in this step)

4) be a resource if they run into any unforeseen obstacles.

5) hold them accountable for meeting their goals.

LEADERSHIP AND MANAGEMENT

11. Planning includes deciding what is to be done,---------------------------------- it is to be done, when it is to be done, and by whom it is to be done.ANS: HOW

12. The importance of planning is that it facilitates ----------------------------------- making. ANS: DECISION

13. The importance of organizing is that it achieves -------------------------------------------- among different departments of the organization. ANS: CO-ORDINATION

14. A functional leader adapts his behavior to meet the competing ------------------------ of his situation. ANS: NEEDS

15. Transformational theory states that leadership is the process by which a person engages with others and is able to create a ------------------------------------ that results in increased motivation and morality in both followers and leaders. ANS: CONNECTION

16. Servant Leadership Theory is a conceptualization of leadership that reflects a philosophy that leaders should be ----------------------------------- first. ANS: SERVANTS

17. Decision making on the other hand can be looked at as the ---------------------------- resulting in the selection of a course of action among several alternatives.ANS: COGNITIVE PROCESS

18. The major difference between problem solving and decision making is that problem solving is a ------------------------------- while decision making is a process.ANS: METHOD

19. A report is a ------------------------------------------characterized by information or other content reflective of inquiry or investigation, which is tailored to the context of a given situation, and audience.ANS: DOCUMENT

SUPPLY CHAIN MANAGEMENT.

LEADERSHIP

1. As a new Health Centre In-charge, you discover that there has been a stock out of essential drugs and HIV testing Kits for the past three (3) months. You decide to give a presentation on Supply Chain Management to the members of staff at your Health Centre in order to improve the management of essential drugs and HIV testing kits at your Centre.

a) i. Define supply chain management 5%

ii. list four (4) commodities that are constitute the supply chain and logistic management in Zambia 10%

b) i. Outline three (3) reasons why supply chain management is important 15%

ii. State any (5) rights of logistics 15%

c) With aid of a diagram, explain:

i. The five (5) major activities in the logistics cycle 35%

ii. The four (4) activities at the heart of the logistics cycle 20%

ANSWERS

Define supply chain management 5%

Supply chain management refers to the planning and management of all activities involved in sourcing, procurement and logistics management activities.

List four (4) commodities that are constitute the supply chain and logistics management in Zambia 10%

1. Essential Drugs

2. ARVs

3. HIV Test Kits

4. Laboratory supplies

Outline three (3) reasons why supply chain management is important 15%

1. INCREASES PROGRAM IMPACT

This is achieved by providing a reliable supply of commodities thereby making more people to use health services. Clients feel more confident about the health program when they have a constant supply of commodities

2. ENHANCES QUALITY OF CARE

Quality of care is enhanced because well-supplied health programs will provide a superior service while poorly supplied cannot. Furthermore, well supplied health workers will be motivated to use their skills and expertise fully.

3. IMPROVES COST EFFICIENCY AND EFFECTIVESS

This is achieved by reducing losses due to overstocking, waste, expiry, damage and pilferage thereby protecting other program investments.

Effectiveness relates to the outcomes or results of a program or activity. Efficiency is often referred to as ‘doing things right’ that is ‘not wasting resources’.

State any (5) rights of logistics 15%

The RIGHT Goods/Commodities

In the RIGHT quantities

In the RIGHT condition

Delivered to the RIGHT place

At the RIGHT time

For the RIGHT cost

d) With aid of a diagram, explain:

The five (5) major activities in the logistics cycle 35%

1. Serving Customers

Goods or commodities are selected, procured stored or distributed to meet the customer needs. Each activity in the logistic cycle is aimed at ensuring that the customer receives the best commodity and service.

2. Product Selection

This is done at national level to select the products needed to deliver quality health care which in turn are delivered to health facilities. Relevant products must be therefore selected to meet the needs of the clients.

3. Quantification

Quantification is the process of estimating the quantity and cost of each product required for each specific health program or service. After the products have been selected, the required quantity and cost of each product must be determined. Correct quantification will prevent overstocking or stocks outs.

4. Procurement

This refers to the action of obtaining required commodities either through buying or ordering from a central supply unit. Health systems or programs procure from international, regional, or local sources of supply.

5. Inventory Management

This involves storage and distribution of procured and received items. Each commodity must be accounted for stating its movement from one level to another until it reaches the customer.

The four (4) activities at the heart of the logistics cycle 20%

1. Organization and staffing

Well trained staff are needed to monitor stock levels, place orders, and provide products to clients for a logistic system to work well.

2. Budgeting

Allocation and management of funds directly affect all parts of the logistics cycle including quantities of the products to be procured. Resources must be mobilized for procurement of the required commodities

3. Supervision

Staff who work within the logistic system must be supervised so that work is done correctly. Routine and effective supervision of staff will help to prevent and resolve supply problems.

4. Monitoring and evaluation

Routine monitoring and periodic evaluation of the pipeline and logistic system activities will help in understanding how well the system is working and the areas that need improvement