Daily Supervisor Workflow

The term "supervisor" refers to anyone who manages a team's or individual's performance. While it's often used to describe low-level management positions - and is not without its challenges - supervisors are often the conduit between employees and upper management.

The duties of a supervisor can vary greatly depending on the industry and company size, but the majority of a supervisor's duties involve interacting directly with employees. 

A supervisor needs to be able to create a positive team environment and maximize efficiency. Typical responsibilities include:

• Managing workflow
• Training new hires
• Creating and managing employee schedules
• Reporting to HR and senior management
• Identifying and applying career advancement opportunities
• Resolving employee issues and disputes

Since they're in charge of all the day-to-day tasks that need to be done, from managing employees to running reports, it can be easy on particularly hectic days for items to be overlooked. 

This checklist has been designed to make sure that doesn't happen. 

Including the most common tasks a supervisor will need to complete on a daily basis, this checklist can either be used as-is or customized to suit your company's individual needs. 

Using the tools on the right, you can edit this with as many tasks as you need your supervisors to keep track of.

If you want to edit this checklist template and its features (short text, email, dropdown, date entry, etc.) that's easy to do by clicking on the "edit template" button.

What is Process Street?

Process Street is super-powered checklists. It’s the easiest way to manage your recurring tasks, procedures, and workflows.

Create a checklist template and run individual checklists for each member of your team. You can check tasks off as you work through them, set deadlines, add approvals, assign tasks, and track each team member's progress.

You can also connect to thousands of Apps through Zapier and automate your workflows even more.

Workflows should start like all good beginnings: establishing the who, what, when, where, and why.

This section deals with inputting all the essential information about who is completing the checklist and when. 

Each task has a stop tasks in place to make sure nothing gets left out. 

A stop task stops a checklist at a particular point, preventing any task after that point from being completed until the stop task is complete. 

The following section goes through each step the morning supervisor needs to complete to get the shift started.

With Process Street, you can schedule checklists that you use regularly to run automatically. 

Scheduling checklists not only saves you heaps of time, it also means that you and your team won’t ever forget to work on that process at the time it needs doing.

The scheduler automatically starts a new checklist for you, and anyone assigned to the checklist or tasks within it will receive an email notification and will also see these items in their Inbox.

Supervisors rarely have enough time to get everything done, and the workload can feel overwhelming. 

By breaking processes into small, simple tasks, it becomes much easier to tackle what needs to be done.

The first task of any shift supervisor is to understand that day's goals.

What needs to be done? What are the priorities?

Outlining this in simple terms makes it easier to delegate responsibilities to specific employees. You will also be able to communicate precise aims to your staff more efficiently. 

Managing productivity is only as effective as the team behind it. Supervisors need to know exactly who will be working, as well as the individual strengths and weaknesses of those employees. 

Employee schedules are created with a lot of thought and preparation. Forecasts, trends, and availability all come into who and how many are scheduled to work on a particular day.

Even with scheduling software, though, errors could be made, or the unexpected might happen. It's good practice to check your staffing needs each day so you're able to adapt quickly if circumstances change.

With this information, supervisors are able to ensure tasks are assigned to the most capable person.

Having collected all the necessary information, the supervisor can now make a plan for their shift.

This plan should be flexible enough to accommodate unexpected circumstances, but structured enough that required tasks are completed.

If you want to add some automation to your checklist, you can use Zapier to calculate the morning goals based on the values entered for the daily targets. 

AM PROJECTS

{{form.List_morning_projects}}

EMPLOYEE ASSIGNMENTS

{{form.Assign_employee_tasks_(AM)}}

This task makes use of a new feature: conditional logic. 

Conditional Logic is a powerful feature that allows you to create truly dynamic checklists with if-this-then-that logic.

In the multi choice field below, if "other" is selected, then a long text field will be generated where the supervisor can explain in more detail.

A critical, but often overlooked, part of starting the day is making sure all the equipment is functioning properly. 

Here you'll see a list of subtasks that can be ticked off as the supervisor checks each item. 

By marking the subtasks as required, this prevents the supervisor from completing the task until every box has been ticked.

The final task of the morning is to log any tardies or absences. This task includes a simple long text field where the supervisor can make note of the employee's name, whether it counts as an absence or a tardy, and how late that employee was.

Shift changes are often hectic. The afternoon staff is arriving and getting ready. The morning staff is trying to finish up and leave. 

The supervisors still need to communicate important information, though.

This section aims to streamline the process so your supervisors can exchange information quickly and effectively. 

Even with the best of plans, some goals may not be met. This task is designed to document what hasn't been done, and why, so that:

• the incoming supervisor is aware of extra tasks that need completed
• the scheduling manager can adjust procedures to meet staffing needs
• any obstacles in a process can be addressed
• under-performing employees can be monitored

The morning supervisor should make notes throughout their shift to keep track of target progress, notable events, important memos and/or messages, etc. 

In the event that the two supervisors are not able to verbally brief each other, these notes will give the incoming supervisor insight into what's been done, and what still needs to be accomplished.

Both supervisors then need to approve the notes in the next task to verify they are both aware of what they say.

Calculating percentages is one of the most tedious and time consuming tasks a supervisor must do. There's also the possibility of human error, which can have a cascade effect on all future calculations. 

Zaps can be used here as well to automatically enter the goals and percentages so the supervisor merely needs to review them and complete the task. 

Just like the morning supervisor needed to make sure they had the appropriate staff to meet their goals, the afternoon supervisor needs to do the same. 

This task makes use of a great feature: variables. 

Variables are an easy way of displaying ‘variable’ information that is unique to each checklist of a template.

Variable information could include the checklist name, checklist created date, or data that was inputted into a form field in that specific checklist, run either manually or via Zapier.

All the information entered so far will be automatically carried over into the text box below for the supervisor to review.

The supervisor then just has to use that info to outline a plan for achieving their goals that shift.

PM PROJECTS

{{form.List_evening_projects}}

EMPLOYEE ASSIGNMENTS

{{form.Assign_employee_tasks_2}}

As with the morning shift, any absences or tardies should be documented.

At the end of the checklist, both AM and PM absences can be collated into a single report so that supervisors can easily track and address attendance problems. 

Just like the beginning of the day, the end of the day has certain tasks and duties that must be completed.

This section outlines those tasks, as well as compiles reports from the day to pass on to the incoming morning supervisor. 

This task offers a basic set of form fields for the supervisor to enter both the goal and actual figures from that day. 

Instead of entering all of the data manually, you can also use Zaps to populate fields - such as the daily goals - that have already been filled in. 

This will save your supervisors time, and prevent the possibility of human error.

This task provides the supervisor with the opportunity to document any incidents that might have impacted productivity. 

Keep in mind, though, that productivity can be hampered in other ways, too. Employee disengagement has a huge impact on a company's productivity. 

Obviously, you want your employees engaged and enthusiastic about their jobs, but only 34 percent of the US workforce actually feels engaged.

There are numerous ways to increase the connection with your employees - providing the right tools, better training, clear communication - but if you aren't even aware of the problem, there isn't anything you can do about it. 

By documenting lags in productivity, supervisors can prepare a course of action to address them. 

This section isn't just about the negatives, though.

It's important to also recognize when things go right. Supervisors are able to reflect on things that were done well, employees who should be praised, and areas the team could improve on. 

Once again, we've used variables to populate the text box with data. 

It's also possible to use Zapier to calculate the difference between the daily goal and the actual amount, and update the checklist with that number. 

You can find out more about using Zaps to make calculations in Zapier's help docs. 

ACTUAL SALES
{{form.Amount_of_sales}}

DIFFERENCE
%

ACTUAL CONVERSIONS
{{form.Number_of_conversions}}

DIFFERENCE
%

ACTUAL SIGN-UPS
{{form.Number_of_sign-ups}}

PERCENTAGE DIFFERENCE
%

ACTUAL PRODUCTIVITY
{{form.Productivity_levels}}

PERCENTAGE DIFFERENCE
%

ATTENDANCE
AM {{form.Document_any_tardies_and/or_absences_for_shift}}
PM {{form.Document_any_tardies_and/or_absences_for_shift_2}}

AM SHIFT NOTES
{{form.Enter_AM_shift_notes}}

INCIDENTS/OBSTACLES
{{form.Describe_today's_obstacles}}

Congratulations!

You've completed the Daily Supervisor Workflow.

If you've scheduled the workflow to run automatically, all you have to do now is complete this task. 

• Indeed - What are the Responsibilities of a Supervisor?
• F. John Reh - A Day in the Life of a Supervisor
• Carter McNamara - Typical Experience of a First-Time Supervisor
• Dann Albright - Boost Employee Productivity With These Strategies

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