Planning & Monitoring Work

Monitoring Task Performance

Day 2

Learning By Practice

2013

Table of Content Section 2 & 3

2

Monitoring the team work

Keeping records and making reports

Other tools for keeping control

Monitoring performance

Part 1 Part 2 Part 3 Part 4

Taking Corrective Action

Part 5

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

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 :

Monitoring Team Work

Monitoring : observe and check the progress or quality of something over period of time under systematic approach.

Planning

Organizing

Staffing Directing

Controlling

Function

supervising activities in progress to ensure they are on course and on schedule in meeting the objective and performance targets.

Monitoring vs. controlling

Control : the regulation of organizational activities in such way as to facilities goal achievement .

Control process

Measure Performance

Compare Performance

Determine need of corrective action

Compliance?

Establish standards

Continue improvement

yes

No

End

Maintain

Correct

Change

Purpose of Monitoring

1. Monitoring provides information that will be useful in : Analyzing the situation in the project;

2. Determining whether the inputs in the project are well utilized;3. Identifying problems facing the community or project and finding solutions;4. Ensuring all activities are carried out properly by the right people and in time;5. Determining whether the way the project was planned is the most appropriate

way of solving the problem at hand

Monitoring is collection, recording, and reporting of informationControl uses monitored information to align actual performance with the plan

1. Planning 2. Monitoring 3. Controlling 4. Improvement

Monitoring the team’s workDefining objectives

Page 20

Making plan

Communicate the plan to the team

Setting standards of performance

Collecting data to measure progress

Comparing the results with the standard and objectives

Taking corrective action and modifying the plan

Monitoring the team’s work• To check progress of the team’s work • To check individual progress• To enable you to provide feedback to manager • To enable you to give feedback to team members • Keeping require records• To make team feel accountable • To maintain discipline • To provide information during appraisals • To ensure standards are being met • To compare with previous data • To check that targets and standards are being met• Monitoring provides information that will be useful in Analyzing • Determining whether the inputs in the project are well utilized;• Identifying problems facing the community or project and finding solutions• Ensuring all activities are carried out properly by the right people and in time• Determining whether the way the project was planned is the most appropriate

way of solving the problem at hand

Monitoring the team’s work

Area of responsibility

Collecting data

Type of data

Measurement of data

Using control reports

Keep Recodes

Reporting

Controlling the work

Project control charts

Milestone charts

Monitoring the team’s work

Data :Facts or figures from which conclusions may be drawn

Information :Data that is accurate and timely, specific and organized for a purpose, presented within a context that gives it meaning and relevance, and can lead to an increase in understanding and decrease in uncertainty.

Knowledge : facts, information, and skills acquired by a person through experience or education; the theoretical or practical understanding of a subject

Wisdom: the quality of having experience, knowledge, and good judgment; the quality of being wise

WisdomKnowledgeInformationData

Value

Volume

Type of data

Monitoring the team’s work

Type of data

Data

Quantitative

Qualitative

Small Business

Sport Car

Blue House

Discrete

Continues

4 wheels

23 Employees

2 windows

2.5%

Accelerate to 60 mph in 3.9 s

Monitoring the team’s work

Data Collecting Techniques

1.What data is collected ?

2. How is data collected ?

3. How frequently is data collected ?

4. Who will collect the data ?

The collection of data is key activity for leading and ongoing improvement of business \ projects.

The questions is

1. Customers satisfaction surveys

2. Financial measurements

3. Products and process measurement

4. Internal audits

5. Self assessment

Method of collecting data

Monitoring the team’s work

Self Assessment steps

Self Assessment :Is ongoing process involve all members in all levels to evaluating their performance across all area of responsibility in order to identify any shortage \ area of improvement.

No steps

1 Process Evaluate strengths and area of improvements using :• Facts base ( Results \ Achievement )• Opinion base ( customers questionnaire \ members

opinions )

2 Report Produce critical, accurate Self Assessment Report with key judgments :• Strengths • Area of improvements

3 Plan Targeted goals of improvements Improve timescales and milestonesRe- evaluate the responsibility

Monitoring the team’s work

Tools of Measurement of data

• Charts • Reports• Questioner • Surveys• Meetings• Voice of customers \ process

http://www.irs.gov/irm/part1/irm_01-015-002.html

Monitoring the team’s work

Keep recording

Recording is the process of capturing data or translating information to a recording format stored on some storage medium, which is often referred to as a record or, if an auditory medium, a recording

• Process recordings should be done as soon as possible after collecting the data• recording will be as accurate and complete as possible.• Process recording is a very time consuming task.• Process recording should be shared and discussed with team members

Monitoring the team’s work

Keep recording

CREATION & RECEIPT

Classification

Distribution Use

When a record is created by an employee or an

external source

Classification of the records or their information in some

logical system

Maintenance and use of the recordsSharing with other

when needed

Disposition

The information is eitherdestroyed or sent to

archives

http://www.rdc.ab.ca/about_rdc/service_departments/im/Documents/i

nformation_management_the_lifecycle_of_a_record.pdf

Monitoring the team’s work

Recording Categories

Stocks of materials

Finance

Progress of work production “ quality”

People

Health and safety

Minimum stock require

The quantity to be orders

The maximum stock to be held

The actual stock currently held

Variation

Monitoring the team’s work

Variation

Minimum stock require

The quantity to be orders

The maximum stock to be held

The actual stock currently held

Variation

Variation: a change or difference in condition, amount, or level, typically with certain limits

Process variation :An activity that varies from a norm or standard. In a business operational context, variation is normally concerned with the differences between actual process outcomes and what is expected by the customer in terms of specified dimensions or limits.

Variation Example

Monitoring the team’s work

Item Calculated Actual

Acceptance percentage level %

Min

imu

m le

vel

Max

imu

m le

vel

1 paper 120 125 5%

150 3002 cash 250 250 1%3 files 300 313 2%4 Bags 150 140 20%5 pens 200 195 1%

Calculate the stock variation

Monitoring the team’s work

Reporting

• Reports

– Project Status Reports

– Time/Cost Reports

– Variance Reports

• Not all stakeholders need to receive same information

• Routine

• Special Analysis

Other Tools For Keeping Control

Project Control charts

• This technique used in project planning, also can be used to monitor the work of a complete task that requires several stage or process.

• To budgeting • To reporting • To comparing • To calculating

Milestone Charts

• A milestone charts presents a broad brush picture of project’s schedule and control dates which you will have from your plans

Monitoring performance

Actual Inspection

Interim progress reviews

Testing

Auditing

Plan

Taking Corrective Action

Corrective Action : Corrective actions are reactive – something has gone wrong and these are the actions taken to deal with the problem. Non-conformances are resolved through corrective actions.

‘dealing with it’ for ISO 9001 means that you eliminate the problem make sure it will not happen again

You might find opportunities for corrective actions through:• Conducting workplace inspections• Testing, inspecting, and monitoring of plant and equipment• Consulting with staff• Customer feedback• Audits• Hazard reporting• Dealing with any non-conforming product• Investigating complaints• Reviewing system failures• Reviewing regulatory requirements

Feedback

• Importance • Time • How to Give and Receive Feedback

“ information about past behavior “ practice” delivered in the present, which my influence the future behavior”

The Importance of Feedback

Definition of Feedback The : open two-way communication between two or more parties. Typically, feedback is given in annual performance reviews, but the best feedback is timely, honest, and provides useful comments and suggestions that contribute to a positive outcome, a better process or improved behaviors.

Your feedback take two forms 1. Feedback to the team as whole 2. Feedback to individuals on their own performance

The Importance of Feedback

Check points

1. Regular and frequent 2. Exploring the problems3. Give support to member 4. Provide a balance of positive and negative feedback

You must

1. Acknowledge the need of Feedback 2. Give both positive and negative Feedback

Proper Planning Prevents Poor Performance