SUPERVISION AND MONITORING

DR ASHIS KUMAR GHOSH,

BHMS (CU), PGDHFWM, DAE(NIHFW)

ADH,SNO AHWC
 SUPERVISION

• A process or an art by which designated individual or

group of individuals oversee the work of others and
establish control to improve the work and as well as the
workers also.
• Supervision concentrates on people and sets to improve
performance
• Supervision is a helping process
 ACTIVITIES OF SUPERVISION

• Discuss, explain, justify, and obtain the commitment of

designated staff regarding the objectives of programme
• Make sure that there are no difference between the
objectives of the staff and the objectives of the users
• Seek solutions to any conflict that arises between
management unit, staff and users regarding the
programme objectives.
• Help to identify Objectives of any Programme – which
should be SMART
 
 ACTIVITIES OF SUPERVISION

Performance
• Observe how the tasks entrusted are carried out, and
under what conditions
• Analyse the factors that result in satisfactory performance
and the obstacles to satisfactory performance.
• Determine, with the workers, the causes of difficulties.

 
 ACTIVITIES OF SUPERVISION

Staff Motivation
• Obtain a clear picture of workers' minimal basic needs.
• Help staff develop the necessary maturity to accept
responsibility, especially by discovering and discussing
work-related factors that enhance or diminish motivation
• Discover shortcomings in staff skills in communication,
problem solving, and resolution of conflict
• Adapt the leadership style of supervisors to staff's
expectations.
 
 ACTIVITIES OF SUPERVISION

Staff Competence
• Determine staff needs for information on the community, on
health problems, on programme goals, and on standards to be
attained
• Determine the skills required by staff for care, management,
etc.
• Decide jointly on appropriate learning methods for acquiring
or improving these skills - set up a programme of continuing
education.
 
 ACTIVITIES OF SUPERVISION

Resources
• Identify particular needs for logistic or financial support
for the project.
 ESSENTIALS OF A GOOD SUPERVISION

• Achievement: Help people to achieve work objectives.

• Recognition: Give praise when it is due
• Responsibility: Help others take responsibility
• Advancement: Help others train for promotion
• Self-Improvement: Provide opportunity for personal
development
 DIFFERENT STYLES OF SUPERVISION

• Autocratic (Do what I say)

• Anarchic (Do what you like)

• Democratic (Let us agree on what we all to do)

• Laissez-faire (Let us do with freedom)

 SUPERVISORY ROLES

• Role Model
• Teacher
• Mentor
• Motivator,
 RESPONSIBILITIES OF A SUPERVISOR

• Communicate and clarify major job duties, priorities, and

expectations.
• Document good and unacceptable performance.
• Provide continuous coaching and constructive feedback in a
timely manner.
• Correct poor performance and reinforce good performance.
• Provide necessary information, resources, and opportunities to
help accomplish key objectives
 PREREQUISITES FOR SUPERVISION

• Job description: - Should clearly describe the activity to be

performed by each category of staff.
• Resources: - Required by supervisory team to perform this
activity
• Attitude: - Supervision should not be a fault finding mission
 USING A SUPERVISORY CHECKLIST

• It’s a tool to ensure a systematic approach to supervision.

• No checklist format ideal for all situations
• To be developed to suit his specific needs
• SWOT analysis.
• Two essential parts:
• 1) List of activities and skills to be supervised.
• 2) Space for the supervisor to make notes on his observations,
assessment, recommendations or actions taken.
 MONITORING

• The means of watching the progress, achievement and standards

of work of a programme.
• A process of measuring, recording, collecting and analyzing data
on implementation to diagnose and take CAPA.
• Checking and measuring progress
• Analyzing the situation
• Reacting to new events, opportunities, and issues
 METHODS OF MONITORING

• Observation – Continually observing work progress, staff

performance and service achievement
• Interviews and Discussions – Discussing progress and difficulties
with staff and with the community
• Records & Reports – Examining records and checking reports
etc.
 STEPS FOR MONITORING

1. Define Objectives

2. Develop Indicators

3. Collect Data

4. Analyse Performance

Input-Process-Output – Outcome

IMPACT
 PURPOSES OF MONITORING

• Monitoring of inputs ensures that:

• Work progresses according to schedule
• Staffs are available (in accordance with assignments)
• Resource consumption and costs are within planned limits
• The required information is available
• Community groups or individuals participate as, expected.
 PURPOSES OF MONITORING

• Monitoring of process ensures that:

• The expected functions, activities and tasks are performed in
accordance with set norms
• Work standards are met
• Meetings are held as needed
• Communications take place as necessary
 PURPOSES OF MONITORING

• Monitoring of outputs ensures that:

• Products meet specifications
• Services are delivered as planned
• Training results in new skills or higher levels of skill
• Decisions are timely and appropriate
• Records are reliable and reports are issued
• Conflicts are resolved
• The community is satisfied
 EVALUATION

• It is the assessment of program impact and effectiveness,

comparing the impact with those originally specified or
planned.

• Process evaluation.
• Output evaluation.
• Outcome evaluation.
 METHODS OF EVALUATION

• Review of records
• Case Studies
• Controlled Experiments.
• Sample surveys.
• Qualitative – Rapid assessment
THANK YOU