Importance of Communication in SUPERVISION

Importance of Communication in SUPERVISION

The importance of communication in management can be judged from the following facts:

1.         Necessary for planning— Planning, the most important functions of management, requires extensive communication among the executives and the other personnel. Communication is important in executing a planned programme and then controlling the activities of the personnel with the help of feedback information. In order to evaluate the performance of the personnel in the light of the planned objectives, communication is necessary.

2.         Basis of co-ordination—The present day big organisations are designed on the basis of specialisation and division of labour, constitute a large number of persons. In order to achieve the desired objectives, it is very necessary to coordinate the efforts of the labour engaged in the various activities of production and organisation. Co-ordination requires mutual understanding about the organisational goals, the mode of their achievement and their inter-relationship between the work being performed by various individuals, this all can be achieved only through effective communication.

3.         Establishment of effective leadership—Communication is the basis of effective leadership. By developing the skill of communication, a manager can be a real leader of his subordinates. A good system of communication brings them in close contact with each other and removes misunderstandings.

4.         Increases managerial efficiency—For the smooth running of the organisation, management conveys directions, goals and targets; issues instruction, allocates jobs and responsibilities; and looks after the performance of subordinates. This all is not possible without effective system of communication. As a matter of fact it lubricates the entire organisation and keeps the organisation at work. Moreover, management cannot work efficiently unless it knows the grievances of its subordinates and removes it. Thus the skill of communication has become an essential quality of successful management.

5.         Promotes Co-operation and industrial peace—Communication is a two-way traffic which helps promoting cooperation and mutual understanding between both the parties. The efficient downward communication helps the management to tell the subordinates what the organisation wants and how it can be performed. The upward communication helps the workers in putting their grievances, suggestions and reactions before the management. Thus it promotes the industrial peace and good relations.

6.         Basis of Decision-making—In order to make prompt decision, fact and information should be collected. Thus communication is primary requirement of decision making. Again to implement the decision effectively, it becomes essential to convey the decisions to the subordinates concerned through an effective system of communication.

7.         Morale Building and Motivation—Communication system enables management to change the attitude to motivate influence and satisfy the subordinates. Proper and timely communication between the interested parties reduces the points of friction and minimise these that inevitably arise. Good communication improves good industrial relations and ensures participative and democratic pattern of management.

8.         Smooth Working of Enterprise-Communication makes the working of the enterprise smooth. All organisational interaction depends upon the communication. It is the process of communication which makes cooperative action and coordination possible. When communication stops organised activity ceases to exist.

9.         Job satisfaction—Good communication removes the possibility of misunderstandings among the parties concerned. Workers know what they have to do and how. It creates a sense of cooperation among them. It will increase the morale of the worker and each worker will be fully satisfied in his work.

Thus, we see that communication is very vital for the very existence of an organisation

Importance and Role of Supervision in an Organization

Role of Supervisor:

Supervisor plays two important roles:

1. Role of Mediator or Linking Pin:

Supervisor plays the role of linking pin as he communicates the plans, policies, decisions and strategies of management to subordinates and complaints, grievances and suggestions of subordinates to management.

2. Role of a guide:

Whenever subordinates are in doubt and need help the supervisor guides them to come out from their problematic situations.

Importance of Supervision/Functions of Supervisor:

1. Ensures Issuing of Instructions:

The supervisor makes sure that all the instructions are communicated to each and every employee. The top level and middle level, plan out all the instructions but the instructions are issued only by supervisory level management.

2. Facilitates Control:

Control means match between actual and planned output. Whenever the workers are under constant supervision or monitoring then step by step check is kept and if they are deviating from plan then immediate instructions are issued by the supervisor. By this constant monitoring, the supervision function ensures strict control over the activities of subordinates.

3. Optimum Utilisation of Resources:

When the workers are constantly monitored or observed then they always use the resources in the best possible manner which leads to minimum wastage. But if there is no supervision or check on workers they may result in wastage of resources.

4. Discipline:

The strict supervision and guidance of supervisor encourages the employees and workers to be more disciplined in their activities. Under the guidance of supervisor the workers follow a fixed or strict time-table and execute the plans in right directions

5. Feedback:

The supervisors are directly dealing with the subordinates. So they are the best persons to give feedbacks of subordinates. They give the report regarding the working of every worker which becomes the base for the performance appraisal for the employees. The supervisor gives the feedback regarding complaints, grievances and problems of subordinates to superiors.

6. Improves Communication:

Supervisors issue instructions and orders to all the subordinates and make sure that these instructions and orders are clear to all the member

While playing the role of the linking pin or mediator the supervisor tries to remove the communication gap between the superiors and subordinates as he passes on the complaints and problems of subordinates to superiors and instructions of superiors to subordinates.

7. Improves Motivation:

The relationship with the supervisor is a very good incentive to improve the motivation level of the employees. While guiding the employees the supervisors encourage the subordinates to perform to their best capacity.

8. Maintain group unity:

Supervisor plays a key role in maintaining group unity among workers working under him he maintains harmony among workers by solving their disputes