International Journal of Business and Management Invention

ISSN (Online): 2319 8028, ISSN (Print): 2319 801X

Supervision
Dr. S. B. M. Marume1, Dr. Chikasha2, E. Jaricha3,
1

BA, Hons BA, MA, MAdmin, MSoc Sc, PhD

ABSTRACT: To all those social scientists whose main focus of study is organisational theory and practice,
the concept of supervision is seem to mean overseeing the work of subordinates by their superiors and involves
various activities, namely, superintendence, direction, guidance, control, inspection, and coordination. All these
aspects constitute the main focus of this article.
Keywords: supervision, overseeing, superior, subordinates, direction and control

I.

INTRODUCTION

Supervision as an organisational concept is a compound concept consisting of two terms, namely, upper and
vision [Latin: video, visi, visum = I see, seeing] which means overseeing the work of various subordinates
by their superiors.

II.

PURPOSE OF THE ARTICLE

The purpose of this article is to analyze the complex term of supervision and to identify its various components
and activities.

III.

SUPERVISION AS AN IMPORTANT ASPECT OF ORGANIZATION

1.1 Meanings
Etymologically speaking, supervision is a compound of two terms upper and vision which means overseeing.
Thus, supervision means overseeing the work of subordinates by their superiors.
Supervision involves various activities namely superintendence, direction, control, guidance, inspection and
coordination. Educative and consultative aspects are also a part of it. Thus, a supervisors role is similar to that
of a leaders role.
The principle of supervision is inherent in the hierarchical structure or scalar chain) of the organization, under
which each employee, at all levels is subject to the supervision of his immediate superiors. In this context, J. M.
Pfiffner observes, from one point of view supervision runs up the hierarchy to its highest levels bureau chiefs
supervise division heads, who in turn supervise section heads, who supervise the rank and file. Thus, all persons
in authority, who control the work of others, are supervisors irrespective of their position in the official
hierarchy of the organisation.
1.2 Definitions
The following definitions of supervision are offered as follows;
Henry Reining :
supervision is the direction accompanied by authority, of the work of others
Terry and Franklin: supervision means guiding and directing efforts of employees and other resources to
accomplish stated work outputs
M. Williamson:
supervision is a process by which workers are helped by a designated staff member to
learn according to their needs to make the best use of their knowledge and skills and to
improve their abilities, so that they do their jobs more effectively and with increasing
satisfaction to themselves and the agency
Yes, it appears sufficiently accommodate to define the concept of supervision as the process of guiding and
directing of efforts by a designated senior person of employees and other resources to accomplish organizational
stated work outputs [S.B.M. Marume: 1988].

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Supervision
1.3 Phases
According to F. W. Marx, the supervisors job involves three phases or aspects.
i. Substantive or technical this relates to the work to be done, that is, a supervisor should know the
techniques and the know how of his work.
ii. Institutional or objective this relates to the policies and procedures (set down by the management),
according to which the work must be done
iii. Personal or human this relates to the handling of workers, that is, motivating the work group to perform
its tasks within the framework of policies and procedures
J. D. Millet says supervision has two primary purposes
i. achieve coordination among the component parts of an agency
ii. ensure that each unit of an agency accomplishes the task each has been assigned
1.4 Functions
According to G. D. Halsey supervision comprises six ingredients
i. Selecting the right person for each job
ii. Arousing in each person interest in his work and teaching him how to do it
iii. Measuring and rating performance, to be sure that teaching has been fully effective
iv. Administering correction where necessary and transferring employees to a more suitable work, or
dismissing those for whom this proves ineffective
v. Commending whenever praise is merited and rewarding for good work
vi. Fitting each person harmoniously into the working group
H. Nissen lays down eleven duties of a supervisors job
i. Understanding the duties and responsibility of his own position
ii. Planning the execution of the work
iii. Dividing work among the subordinates and directing and assisting them in doing it
iv. Improving work methods and procedures
v. Improving his own knowledge as a technical expert and leader
vi. Training the subordinates in their work
vii. Evaluating the performance of the employees
viii. Correcting mistakes and solving problems of the employees and developing discipline among them
ix. Keeping subordinates informed about policies and procedures of the organisation
x. Cooperating with colleagues and seeking their advice and assistance when needed
xi. Dealing with the suggestions and complaints of the subordinates
1.5
Typologies of Supervision
1.5.1
Single and plural
When a member of an organisation is supervised by only one supervisor, it is known as single supervision. On
the other hand, when a member of an organisation is supervised by various supervisors, it is known as plural
supervision or multiple supervisions. The former is based on the principle of unity of command advocated by
Henry Fayol, while the latter is based on the principle of functional foremanship advocated by F. W. Taylor.
1.5.2
Line and functional
The line supervision means the control exercised by the people in the line of command. It is direct and
commanding in nature and involves authoritative direction. The functional supervision, on the other hand,
means the control exercise by the subject-matter specialists like O & M commands. Thus, it is advisory in
nature.
1.5.3
Substantive and technical
J.D. Millet classified supervision into substantive supervision and technical supervision. The former deals with
the actual work done by an agency, while the latter concerns with the methods by which the work is done.
1.6
Techniques
J. D. Millet suggests six techniques of supervision
3.6.1
Prior approval of individual projects.
The subordinate units (field level agencies) should take prior approval of supervisor authority (headquarters)
before taking any initiative outside the framework of policy. In India, the developmental projects not only
require the previous permission of departmental heads but also that of Finance Ministry. This system of prior
approval enables the superior authority to obtain details information about the intentions of the operating unit
and to exercise detailed control over its operations.
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Supervision
3.6.2
Promulgation of service standards
The superior authority prescribes certain standards or targets for the subordinate agencies to accomplish. Such
service standards are necessary in order to ensure that work is done promptly and properly by the operating
agencies
3.6.3
Budgetary limitation upon the operations
The budgetary provisions (allotments) fix the magnitude of operations to be handled by the operating units in a
specified time period. These units functions within such budgetary limits which are fixed by the higher
authorities and thus, are not free to spend money as and when they desire. The work budget allotment is a
method of delegating authority and encouraging local initiative while still retaining a central control over the
magnitude of operations of the operating units.
3.6.4
Approval of subordinate personnel
The higher authority can exercise control over the subordinate units by providing previous approval of certain
key appointments made by them. This system facilitates the superior authority to supervise the recruitment
process at the operating level and to enforce its own standards of competence among the operating agencies.
3.6.5
Reporting system on work progress
The superior authority supervises those activities of operating units by asking them to submit periodic or special
reports about their activities. He can evaluate the performance of operating units based on the information
provided by such reports and thus control their operations
3.6.6
Inspection of results
Inspection is one of the oldest techniques of supervision and thus has been an integral part of public
administration. It serves the following purposes.
i. To acquire information
ii. To know whether the existing rules, regulations and procedures are observed
iii. To clarify management purpose and intention
iv. To facilitate performance audit
v. To acquaint the top management with the operating problems faced by subordinate levels of management
vi. To instruct and guide the people working in the organisation
vii. To build personal relationships of mutual acquaintance and confidence
viii. To improve efficiency of the operating units
Thus, inspection facilitates the management to have firsthand knowledge of the operations of the subordinate
units. However, it is usually used for the purpose of fact finding rather than fault finding.
Inspection work greatly differs from the investigation work. Millet says, the purpose of investigations is to
inquire into some alleged or suspected incident of an abuse of management authority. It is concerned with the
personal wrong doing, often of a criminal nature. He adds, inspection is only a part of the process of
supervision. The former has a negative role and is post facto review while the latter is more positive and is
concerned with both the stages, that is, before an action and after it.
Thus, inspection and investigation are parts of the process of supervision which is certainly a more
comprehensive term.
1.7 Qualities of a Supervisor
According to J. M. Pfiffner, a good supervisor should have the following eight qualities:
1. Command of job content expert knowledge of the work to be supervised
2. Personal qualifications integrity, cooperative spirit, evenness of temper, honestly, and ability to attract,
motivate, enthuse and unite others
3. Teaching ability ability to communicate his ideas to the workers and make them understand the
managements point of view
4. General outlook he should like his job and be absorbed in it and inspire and lead those under him
5. Courage and fortitude ability to take decisions, assume responsibility and act decisively.
6. Ethical and moral considerations freedom from vices having social disapprobation like gambling,
brawls, financial embarrassments and so on.
7. Administrative technology ability to manage, organise, coordinate and direct
8. Curiosity and intellectual ability mental alertness and flexibility and receptivity to new ideas and
practices.

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Supervision
G. D. Halsay has also identified the following six qualities of a good supervisor
1. Thoroughness ability to collect all the information relevant to the issue
2. Fairness a sense of justice, consideration and truthfulness towards workers
3. Initiatives courage, self confidence and decisiveness
4. Tact ability to win the loyalty and support of others
5. Enthusiasm interest, knowledge and achievement
6. Emotional control ability to channel emotions in the right direction
Thus both J.D. Millet and G.D. Halsay are in agreement as to what the qualities of a supervisor in an
organizational setting are and should be.
1.8 Likerts supervisory styles
Rensis Likerts Michigan studies proved that the more general the degree of supervision exercised by a
supervisor, the higher the level of production by a work group. Conversely, the closer the degree of supervision
exercised by a supervisor, the lower the level of output by a work group. He also found that wherever
supervisors are employee centred (have a genuine concern for their people), the output of the employees is
more than where the supervisors are production centred (have a primary concern for the work to be performed
within the prescribed standards).
Based on these findings, Likert classified supervisors into two types, namely, job centred and employeecentred. The characteristics of these two types are summarized in Table 2.1
Table 1 Likert supervisory styles
Job centred supervisors
Employee centred supervisors
1. Exert heavy pressure to get work done
Exert little pressure on subordinates
2. Have little confidence in the subordinates
Earn and get the confidence and trust of their
subordinates
3. Exercise close and detailed supervision
Exercise general supervision
4. Allow little freed to subordinates
Allow the subordinates to schedule their own pace
of work
5. Do not permit the participation of subordinates Permit maximum participation of subordinates in
in decision making process
decision making process.
6. Are punitive and critical when mistakes occur
Help subordinates when mistakes and problems
7. Devote more attention to work job
occur
Devote more attention to responsibility job
A general observation is made that the more the responsibility the supervisor delegates to his subordinates, the
greater the production and sense of ownership of production by employees. So democratic supervision is an
important element in fostering loyalty, job security, good relationships and pleasant work environment [S.B.M.
Marume, 1988]

IV.

SUMMARY

Supervision, a critical element of organization theory and practice, which is also very closely linked to
leadership, involves various activities, namely, superintendence, direction, control, guidance, inspection and
coordination. In this context, a supervisors role is very much similar to that of a leaders role.]

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S. B. M. Marume; SADCC administration of economic programmes with reference to food and agricultural programmes;
unpublished PhD [Public Administration] thesis: California University for Advanced Studies, State of California, United States of
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Supervision
Profiles of contributors and photographs
Samson Brown Muchineripi Marume: a former senior civil servant for over 37 years serving in various
capacities of seniority and thirteen years as deputy permanent secretary; thirteen years as a
large commercial farmer; well travelled domestically within Zimbabwe; regionally [SADC
countries: Angola, Botswana, Lesotho, Malawi, Mozambique, Mauritius, Swaziland, South
Africa, Namibia, Tanzania, Zambia and DRC]; and Africa [Kenya, Ethiopia, Sudan, Egypt,
Nigeria, Ghana, Libya, and Uganda]; and internationally [Washington, New York and
California in USA; Dublin and Cork in Ireland; London in England in United Kingdom;
Netherlands, Frankfurt in Germany; Lisbon in Portugal; Spain (Nice), Paris in France,
Geneva in Switzerland, Belgrade in former Yugoslavia-; Rome and Turin in Italy; Nicosia
Cyprus; Athens Greece; Beijing and Great Walls of China; Singapore; Hong Kong; Tokyo, Kyoto,
Yokohama, and Osaka, in Japan]; fifteen years as management consultant and part time lecturer for
BA/BSc and MA/MBA degree levels with Christ College- affiliate of Great Zimbabwe University and National
University of Science and Technology; six years as PhD/DPhil research thesis supervisor, internal and external
examiner with Christ University, Bangalore, India [2010 2016], and Zimbabwe Open University; external
examiner of management and administrative sciences at Great Zimbabwe University (2016 2019); currently
senior lecturer and acting chairperson of Department of Public Administration in Faculty of Commerce and
Law of Zimbabwe Open University; a negotiator; a prolific writer as he has published five books, prepared
thirty modules in public administration and political science for undergraduate and postgraduate students, and
over seventy referred articles in international journals [IOSR, IJSR, ISCA IRJSS, IJESR, MJESR, IJESI,
IJBMI, IJHSS and Quest Journals] on constitutional and administrative law, public administration, political
science, philosophy, Africa in international politics, local government and administration, sociology and
community development; vastly experienced public administrator; and an eminent scholar with specialist
qualifications from University of South Africa, and from California University for Advanced Studies, State of
California, United States of America: BA with majors in public administration and political science and
subsidiaries in sociology, constitutional law and English; postgraduate special Hons BA [Public
Administration]; MA [Public Administration]; MAdmin magna cum laude in transport economics as
major, and minors in public management and communications; MSoc Sc cum laude in international
politics as a major and minors in comparative government and law, war and strategic studies, sociology,
and social science research methodologies; and PhD summa cum laude in Public Administration.
Dr. A. S. Chikasha: DEd (Unisa South Africa), MEd (UZ Zimbabwe), DPHE (Surrey
England), BEd (Exeter England), STCE (Nairobi, Kenya); Director of the Higher Degrees
Directorate of Zimbabwe Open University; researcher and author of several books and a
number of articles in various international journals; a teacher of high schools for many years
in both Zimbabwe and Kenya; and a distinguished scholar in the educational field.

Ernest Jaricha: currently a promising DPhil (candidate) with Zimbabwe Open University;
holds Master of Business Administration [ZOU]; Bachelor of English and Communication
Studies from University of Zimbabwe; higher diploma in human resource management
from the institute of personnel management of Zimbabwe [IPMZ], diploma in adult
education from University of Zimbabwe; certificate in personnel management; many years
as civil servant as provincial officer (personnel) in Ministry of Local Government;
personnel officer with Save Children (UK); joined Zimbabwe Open University as
personnel officer, rising to position of manager and to director of human resources; and is
developing to become a writer of a number of refereed articles in international

journals in his own right.

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