Planning & Monitoring Work

Setting Clear Tasks

Day 1

Learning By Practice

2013

Table of Content Section 1

2

Setting objectives

Planning and organizing the team’s work.

Allocating work

Briefing

Part 1 Part 2 Part 3 Part 4

Classification

• Red : Head line within section• Bold: Important Word • Blue :New Topics – External Reading

Book Activities

1. Identify an organisational policy that can have an effect on the planning and allocation of work ( 8 Marks )

2. Give an example of a target or objective that a team is working to achieve ( 12 Marks )

3.List the key stages when planning and allocating work (8 Marks )

4.Describe how work is allocated to meet team objectives ( 20 Marks )

5.Describe how to check that team members understand their allocated work ( 16 Marks )

6.Outline a method to monitor the teams performance against the plan (16 Marks)

7.Describe an action the team leader could take to rectify underachievement against the plan ( 20 Marks )

Assessment Task

Vocabulary’s

• Organization.

• Objectives

• Goals

• Target

• SMART

• Policy

• Efficiency

• Effective

Working within Organisational Guidelines

Organization

Organization : is a Unit of people that is structured and managed to meet a need \ aimed to achieve Goals.

1. Hierarchy : has a leader who leads other members of the organization and this structure is often bureaucratic.

2. Committees: consist of groups of peers who decide collectively, sometimes by voting.

3. Matrix : organizations assign workers to two different hierarchies in an attempt to maximize the benefits of both functional and decentralized organizational forms.

4. Ecologies: address intense competition by holding employees accountable for smaller ventures that have to show their own profits.

Type of Organization

How Organization Work?

Policy

Procedures

Goals

objectives

Goals : Measurable end results having one or more objective to be achieved within fixed timeframe.

Objectives : A specific result that a person or system aims to achieve within a time and with available resource“Statement of specific outcome to be achieved”

policy: are clear, simple statements of how your organisation intends to conduct its work, actions or business. They provide a set of guiding principles to help with decision making.

Procedures: Procedures describe how each policy will be put into action in your organisation. Each procedure should outline:•Who will do what•What steps they need to take•Which forms or documents to use.

1. Policy

policy: Policies are clear, simple statements of how your organisation intends to conduct its work , actions or business. They provide a set of guiding principles to help with decision making.Policies don't need to be long or complicated – a couple of sentences may be all you need for each policy area

1. framework for actions that help to get on with the job they need to do.

2. people in the organization don’t have to keep on discussing the same issues every time they arise – one thought out decision can be applied to many similar cases –efficiency.

3. legal and other requirements can be met.

4. A tool in quality improvement.

Benefits of Policy

Page 5 & 6

2. Procedures

Procedures: Procedures describe how each policy will be put into action in your organisation. Each procedure should outline:• Who will do what.• What steps they need to take.• Which forms or documents to use.

Procedures might just be a few bullet points or instructions. Sometimes they work well as forms, checklists, instructions or flowcharts

Procedures describe a logical sequence of activities or processes that are to be followed to complete a task or function in a correct and consistent manner.

Procedures2.1 checklists

Procedures2.2 flowcharts

Start / End

Process

Measurement

Decision

Progress flow

3. Goals

Goals : Measurable end results having one or more objective to be achieved within fixed timeframe.

4. Objectives

Objectives : A specific result that a person or system aims to achieve within a time and with available resource“Statement of specific outcome to be achieved”

Goals

Generic action

Board

Long term

Team Base

Objectives

Specific action

Narrow

Mid to short term

Individual Base

Goals tell you where you want to go

Objectives tell you exactly how to get there

Role and Purpose of Organisational Goals and Objectives

Setting goals: The first thing to establish is the difference between the two. A ‘goal’ refers to what you are totally committed to achieving to deliver the service/product.As a general rule, it’s inadvisable to set goals beyond a year because market conditions may change, or even your own priorities.

Objectives: paving the way towards your goals: Objectives are the stepping stones which guide you to achieving your goals. They must be verifiable in some way, whether that’s statistically or by some other achievable concept. It’s crucial that your objectives lead you logically towards your goal and are quantifiable.As with your goals, your objectives should be well thought out. The time you take to draw up your goals and objectives will ultimately save you time by leading on a road to greater efficiency and effectiveness in the long run.

S

M

AR

T

+ +

S M A R T

SMART Objective is defined as one that is Specific, Measurable, Achievable, Realistic , and Time bound.

Specific: Goals should be simple and clearly define what you are going to do

• Through asking Question

What do I want to accomplish?

S M A R T

S

17

• Measurement : Goals should be measurable you have tangible evidence that you have accomplished goal.

Through asking Question

• How much / Many ?

• How will I know when it is accomplished?

SM

S M A R T

18

• Achievable : Goals should be achievable; they should stretch you slightly so you feel challenged, but defined well enough so that you can achieve them.

Through asking Question

• How can the goal be accomplished?

SM

A

S M A R T

19

• Realistic : goal should require you to stretch some beyond your normal In line with your abilities.

Through asking Question

• Can I do it ?

SM

AR

S M A R T

20

• Goal : should be linked to a timeframe

Through asking Question

• When ?

SM

ART

S M A R T

21

• Goal : SMARTER

SM

ART

+

• Recorded

• Ethical

To write efficient and effective Goals/ Objectives you need : • Skills• Abilities • Experiences

Strategy Goals Objectives *KPI

Guide to

Refer to

*KPI : A set of quantity measures that organization uses to compare performance in terms of meeting their strategic and operational goals.

Don’t forget to Update goals and objectives

S M A R T Page 2

Goals Conflicts Goal conflict is a business term that

typically refers to either strategy or

data plans that are made but cannot

be effectively completed because of

inherent differences and problems

between goals.

Some goals are independent and do

not affect each other at all, but many

goals are interdependent and

depend on the same resources,

systems or workers to be

accomplished. When multiple goals

intersect, goal conflict can occur and

reduce work Efficiency

.

Type of conflicts

Organization Groups Individual

Cost

Quality Time

Page 7

1. Broad Goal: I want to start a business.

2. Broad Goal: I want to grow my business.

Goals Examples

Exercise : choose one of this broad goals then transfer it into SMART – See Goal Form

Goals S M A R T

1 Work harder.

2maximize my overtime each day before social activities.

3I want to decrease my credit card debt.

4To get a 4.0 spring 2013 semester GPA.

Planning and organizing the team’s work

The planning process needs to identify and sequence the activities needed to implement your objectives.

Plan : A basic management function involving formulation of one or more detailed plans to achieve optimum balance of needs with the available resources.

Team work : A group of employees that works on tasks. Work teams are most useful where job content changes frequently and employees with limitedskills and a specific set of duties are unable to cope

Team Selection Exercise : Skill vs. Attitudes

Page 3

Work Activities: Team Building Game

Good Planning

1. Over budgeted2. Poor quality 3. Customer dissatisfaction4. Schedule failure5. Lost business6.Low team morale

Poor Planning

1. SMARTER2. Align with strategy 3. Within competent4. Clear 5. Scheduled

Planning Benefits

1. It ensure that a task is completed in the right order.2. It ensure that the best use of time is made. 3. It reduce cost by making sure resources are being used properly.4. It help to identify equipment's needed.5. It help to identify skills requirement. 6. Increase customers satisfaction. 7. It help to identify health and safety issues.

Planning and organizing the team’s work

Page 4

Planning part Skills 1. Personal Function

Type 2. Equipment and Machinery Quantity

Quantity Type

Budgets

3. Materials and Components

Cost 4. Finance

Material requirements planning (MRP) is a production planning and inventory control system used to manage manufacturing processes to ensure :• Ensure materials are available for production and products are available for delivery to

customers.• Maintain the lowest possible material and product levels in store• Plan manufacturing activities, delivery schedules and purchasing activities

Planning and organizing the team’s work

Steps of Planning

Plan

DoCheck

Act

Steps of Planning

1. Know exactly what is you want to achieve – clear objectives.

2. Identify the order in which the various activities have to be completed – priorities. 3. Identify the resources needed – materials / equipment \ human.

4. Judgments of time - *critical Path.

5. Budgeting – costing.

7. Follow up – MMA&I.

*The sequence of stages determining the minimum time needed for an operation.

Other things should identify such as: 1. People with the necessary skills. 2. Parts and materials.3. Job instructions. 4. Tools and equipment's. 5. Safety procedure. 6. Personal protective equipment. 7. Enough time. 8. Access to the job.

6. Executing the plan.

Planning Source

Planning is carried out through:

1.Policy • provide guideline for decision making.

• Provide the direction within acceptable limits.

2. Procedure • Putting policy into effective action

• Clearing the sequences of action required to perform tasks

Advantage : Efficiency : efficient way of doing a job Standardization : consistent and predicable

How to Plan and Allocate WorkThe planning process needs to identify and sequence the activities needed to implement your objectives. The basic method to achieve this is to produce a list of ‘things to be done’. The list will be revised.

Methods for setting out a plan of activities:

1) Key events chart – used for planning on going work and one-off projects. The purpose is to highlight the dates on which key events are planned to occur and the activities which require completion prior to that date.

2) Gantt Chart - is a type of bar chart, developed by Henry Gantt in the 1910s, that illustrates a project schedule. Gantt charts have become a common technique for representing the phases and activities of a project work breakdown structure (WBS).

3) Network Diagrams – a flow chart made up of arrows and nodes representing each activity.

Key events chart

Date Key Event Other Events

2nd July Hold planned meeting Receive project status reportIssue detailed plans for each department

6th July Decide venue Assess suggestionsAgree on appropriate venue

Used for planning on going work and one-off projects. The purpose is to highlight the dates on which key events are planned to occur and the

activities which require completion prior to that date.

Gantt Chart – See Chart

is a type of bar chart, developed by Henry Gantt in the 1910s, that illustrates a project schedule. A Gantt chart is helpful when monitoring a

project's progress.is a graphical representation used in project management that will show the length of time tasks in the project should take, as measured against real time. This helps the project to run more smoothly because:

•you can easily see the order of tasks.•you can see project progress in terms of where you are and where you should be, because each task is given a time allotment.•helps you see any dependencies that may exist between tasks.

Network Diagrams

A flow chart made up of arrows and nodes representing each activity

The methods of planning allows for a system to check progress against the plan and focuses attention on:

1)Identifying the key events and deadlines

2)Estimating the time for each different activity

3)Identifying workload and required resources

4)Prioritising activities which are critical

The most important aspect of putting the plan together is allocating the appropriate task to the person with the required skills.

• Who has the skills and experience to handle the responsibility or task competently and efficiently?

• Who will find the responsibility or task useful for their development?

• How well does the task fit an individuals preferred team role?

How to Plan and Allocate Work

Page 4

Page 5Page 6Page 7

Communication

communication: "the imparting, conveying, or exchange of ideas, knowledge and information'. This can apply to words or body language

The act of exchanging ideas or information in different way such :

1. Oral 2. Written 3. Visual

Medium Receiver Feedbacksender

Encoding Decoding

Communication Model

Type of communications

1. One – to – Many communication 2. One – to – One communication 3. Many – to – Many communication

1. Sender : A person who wish to communicate the massage.

2. Encoding : decide the format in which the massage will be delivered, oral , verbal or written.

3. Medium: the chosen method by which the sender will transmit the massage.

4. Receiver: the recipient of the communication.

5. Decoding : analyzing and correctly interpreting the massage.

6. Feedback : the mechanism or channel by which the receiver can respond to the received massage.

Factors :1. The receiving audience. 2. Time available. 3. Emotional content. 4. Technicality.

Example if its written :1. E- mail2. Formal letter3. Memo4. Report

Communication Model

Other Communication methods

1. Interactive Communication methods

3. Organizational Communication methods1. Downwards vertical 2. Upwards vertical3. Horizontal

4. Formal Communication methods

5.informal Communication methods

2.non interactive Communication methods

Briefing

Briefing: A formal outline listing main contents along with supporting evidence , to give instructions information \ summarize \ ensure.

Briefing checklist questions What?Why?How?Where?When?

Team Briefing is a powerful method of enabling communications up and down the management structure of any teams.

Page 12 & 13

1. primarily to enable and improve downward, upward communications

2. prevent rumor 3. enable clarity of direction and information 4. develop greater awareness and involvement at all levels5. create a culture of open communication6. explain financial, commercial and strategic issues

http://www.businessballs.com/freepdfmaterials/team_briefing_guidelines_MU.pdf

Briefing Benefits

See more on :

Proper Planning Prevents Poor Performance

End of Section 1

See You Tomorrow