Copyright Deeside College1. By the end of this session you should be better able to: Identify how to work within the organisational guidelines to achieve

copyright Deeside College 1

By the end of this session you should be betterable to:Identify how to work within the organisational guidelines to achieve team goals

Explain how to plan and allocate work

Describe how to monitor a team’s performance against the plan




Why is it important to work within your organisation’s policies and procedures?

How are procedures managed in your area, e.g. storage, updating, SOPs, KPIs etc.?

Can you think of any examples when they have not been followed? What was the outcome?

Is there any conflict or incompatibility between objectives in the workplace?


The resources available The time available Policies and procedures Alternative ways of doing the task Potential problems Human resources available


Why is it important to know your individual team members’ strengths and weaknesses?

What techniques are there for assessing and recording team strengths and areas for development?


Task requires

Team member (1)

Team member (2)

Team member (3)

Team member (4)

Flexibility in working hours

Good communication skills

Good technical IT skills

Good report writing skills


The action plan can be a useful tool. A typical format would be as follows:

Think of some workplace tasks that you could use this tool for.

Action/responsibility/

task

By Whom By When Completion Date

Comments

In small groups, plan a charity event to raise money for a local charity of your choice.

Produce an Action Plan for the event.

Present your results back to the rest of the group.


Developed in 1917 by Henry Gantt, an American engineer.

Gantt Charts – a visual scheduling tool based on plotting key tasks in a project against a time line.


Task Name Start Finish Duration 2005 2006

Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Research 3.6.14 4.10.14 124 days

Pilot Development 4.10.14 6.2.15 123 days Content Authorisation 4.10.14 31.1.15 117 days

Board Approval 31.1.15 15.2.15 16 days

Commercial Hosting 31.1.15 14.2.15 15 days

Website Refinement 14.2.15 19.5.15 94 days

Launch 20.5.15 20.6.15 31 days


Benefits :• Allows team to see progress made• Enables you to identify if there are any spare or under utilised time• Highlights the impacts that any delays in one task may have on other tasks.

This involves making judgements about:

The set of tasks that have to be completed.

The set of individuals .

You want the best fitbetween the two!


What actually needs doing?

When does it need to be done by?

How and where does it need to be done?

Who can do it (what kind of skills and knowledge are required)? Skills Matrix

What? When? How? And Who?


Benefits: Disadvantages:


Effective team leaders are peoplewho create teams that are able

to make collective decisions well.

By involving your team in decisions,by explaining how to arrive at the best decisions,

you will increase their motivation and enthusiasm,

and draw on all their experienceto arrive at the best decision.


Speak clearly and use clear, simple language.

Be polite and don’t make people feel stupid if they don’t understand.

Don’t get frustrated if the other person doesn’t understand, but rephrase the instructions.

Sound encouraging.

Ask the person to repeat the instructions back to you.


They provide checkpoints to ensure the plan is working

They give you a chance to make changes

You can warn others that you are going to be early or late completing the task, or that it may not be to the required standard


This is especially important for things you haven’t done before.

It should involve the whole team.

Look back at what happened and consider:◦ Were all the actions properly identified?◦ Were all the resources identified and available?◦ Were all actions completed on time and to the

standard required?◦ Was the goal achieved?


In your allocated groups you need toprepare a flip chart presentation coveringthe following:

The key stages of planning and allocating work.How you allocate work to meet your team objectives.How you check team members understand their allocated work.A method you use to monitor team performance against the plan.


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1. Select task and specify objectives

2. Select appropriate person bearing, in mind previous experience, skills and availability

3. Set parameters, deadlines, resources, considerations about quality, limits of authority, etc.

4. Check understanding; provide resources and support; ensure commitment

5. Monitor progress; encourage feedback on a regular basis; fix official reporting schedule if appropriate (milestones)

6. Evaluate performance and apply lessons to future tasks

After allocating a task, you will need to assess how well the staff member has performed.

Methods of Assessment:

Observation:- formal - informal

Examining products Questioning Performance figures

and checking objectives Appraisal

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Look at your 2 highest scores:

Primary Role

Secondary Role

Co-ordinator Shaper Plant Monitor/evaluator Implementer Resource Investigator Team Worker Completer/Finisher

http://www.youtube.com/watch?v=EKmDEDUdBKQ

Copyright Deeside College 24

Look back at what happened and consider:

◦ What went well and why

◦ What didn’t go well and why

◦ If you were to do the task again what would you do differently


1. Understand how to work within organisation’s policies, procedures and priorities

2. Understand how to plan and allocate work3. Understand how to monitor your team’s

work


Documents

Copyright Deeside College1. By the end of this session you should be better able to: Identify how to work within the organisational guidelines to achieve