november 15, 2007 the “abc” of effective field monitoring & supervision november 15, 2007
TRANSCRIPT
The “ABC” of Effective Field Monitoring &
Supervision
November 15, 2007
Presentation Outline What is monitoring? Why monitor? What to monitor? How to monitor What is supervision? Why supervise? Challenges in effective supervision How to supervise
Monitoring Is…..
The routine gathering of information in a timely manner for decision making
We monitor to…. Track progress and
accomplishments against project plans
Provide informed feedback & guidance
Management can take corrective action early
Re- plan /re-strategize the remaining work if needed
To tell your story to others
What to monitor
Progress and effectiveness of project activities
Use of resources Timing Results
Key problems of effective monitoring Staff Attitude- imposed task Lack of commitment Lack of integration- M&E and program
staff No appropriate feedback Poor use of Information
Tips for effective monitoring…
Must be an integral part of project design Must be scheduled on project work plan Monitoring tool must be simple and easy
to use Must collect only what it uses Must maintain the “two-way flow” of
information
How to monitor… Desk review of data- analyzing data and
information relevant to each project/state
Develop a monitoring schedule
Constitute a monitoring team- Team members work together throughout the monitoring process, including planning, onsite review, debriefing, and report writing.
Conduct the site visit -gather information from a variety of perspectives
Monitoring report – Each member of the monitoring team drafts individual sections, and the team leader oversees the development of the final report. The report contains recommendations, findings and required actions
How to monitor…
Develop corrective action plan Follow up on Issues
After Monitoring what next?...
Conduct bi-monthly team review Conduct quarterly Senior Management
progress review Meeting with relevant representatives of
project Revise the plan if necessary
Supervision
Supervision is …
A management activity carried
out to oversee the productivity and progress of employees.
Overseeing the performance or operation of a person or group of persons in a way the that encourages employee accomplishment
Why supervise?
To enhance the quality of service delivery
To identify training needs
To monitor work and progress
To clarify roles and responsibilities
To recognize and deal with existing or potential problems
Challenges in Effective Supervision
Low knowledge of supervision
Inadequate communication
Lack of constructive feedback
Lack of trust
Effective supervision…
Ensures that staff have understanding of the goal & objectives of the project
Provides direction for service delivery Identifies training gap and ensures staff
are trained Set work standards and provide guidelines Review work –monitor the progress and
work accomplishments Communicate effectively
How to conduct Supervision Plan
Define the expectation of the visit Identify areas and persons to be supervised
Conduct visit Observe processes Interview personnel and Address complaints
Analyze data and make recommendations
Dealing with Problems Define the problem-what, who,
how, with whom & why
Identify potential cause of the problem
Brainstorm for solutions to the problem
Identify an approach to solve problem
Implement the approach
Follow up to determine if approach is working