Assalamualaikum Wr Wb.
And so the journey continues to Module 5 taught by Mdm Zaiton.
The classes started with CE 1 which explains interpret and implement team plans.
Chim right the topic? :)
Basically, CE 1 is all about understanding what are plans, how to allocate tasks and negotiating expectations.
Let's recap, "team" means a group people with different skills and tasks who work together on a common project, service or goal with a meshing of functions and mutual support.
"Plan" means a group of objectives that someone believes will all help to achieve an end objective.
A " Team Plan" means a document that shows the composition of the team & its plan.
The objectives of having team plan are:
1) simplifies decision making
2) indicated the strategies
3) prioritized activities required
4) drives alignment of efforts
5) communicate the message
The components of a team plan:
1) Timeline (Dateline)
2) Company Vision, Mission and Values
3) Team Capabilities
4) Resource Required
5) KPI or deliverables
With all the objectives and components layed out, managers can identify and allocate resources correctly to tasks to avoid wastage, delays and under performance.
Is it important? Duh, of course!
However team plans must consider several factors. Cannot "suka-suka".
1) Legal and Ethics (max working hours, unlicensed staffs, copyrights, etc)
2) Relationship between business objectives and development (Contingency plans)
3) Organizational standards or codes of practice (Service & product quality can never be compromised)
4) Size of organization and its impact on work scope (time difference, leaptime and culture)
5) Work Environment (in-line with unions)
6) Culture of organization (ways to overcome weaknesses)
After team plans are finalised, managers must be precise in allocating the right resource to right tasks. Take into consideration the strength, experience, skills and existing workload.
You don't want to allocate a hands-on incline staff to desk-bound duties right? They will die out of boredom.
Or assigning a new task to a person who is already overwhelmed with work. Psst.. karma hurts. Treat your staffs right.
Well in reality, company can have the prettiest imagination of having "Yes-Man" employees.
C'mon, it's 21st century. People are more cognitive and for sure question if in doubt or doesn't see eye to eye.
In this scenario, employee and employer can always negotiate. Be professional. Do more research and thinking before shouting your dissatisfaction. Worse, if you keep it to yourself and ended up hating job given then leave the company.
For example, the boss set an unrealistic KPI within short period of time. What you can do is to negotiate if it be lowered to your capabilities. The boss can decide whether it's reasonable and if it is, chances are both of the party win-win.
Most importantly, document all communications. It's good to have black and white.
Moving on to CE 2, is about managing and reward team performance.
How would you know your staff performance? This is where KPI comes in.
Use Performance Techonlogy Model (click to enlarge)
What do you do if your staff is not performing? uh-oh. Well, train and develop them.
Again, take the same factors in building team plan into consideration giving training and develop opportunities. Remember, you cannot "suka-suka" or "cincai". Be professional.
Below are some guidelines on how to pick correct training development:
1) Learning Curve
2) Cognitive ability
3) Instructional Method
4) Relevant Programs
5) Motivation to learning (seriously, pushing uninterested staff will never work)
6) Learner's profile
There are three ways on how a manager can assist in training a staff.
1) Coaching
a) it's formal as it has dateline (short-term)
b) performance driven to improve individual performance
c) task oriented as it focus on specific skills
d) can coach to close gaps / performance problems
Example like a football coach will train specific skills to players
2) Mentoring
a) for future job (succession planning)
b) relationship incline (mentee works closely with an experienced officer)
c) no dateline
Example: Late Lee Kuan Yew mentoring Singapore cabinet even after his retirement.
3) Feedback has two types:
i) Formal Feedback
a) Appointed time
b) Documented
ii) Informal Feedback
a) Daily/Verbal
b) Rapport/bonding
c) Not documented
Ways on how to give constructive feedback:
1) Content must be concise
2) Deliver / Mannerism
3) Be direct
4) Avoid destructive words and phrases
5) Be sincere
6) In positive feedback, give appreciation (yay!)
7) In negative feedback, give concern (don't use motherhood words)
8) one-to one session (more sensitive and confidential issues can be voiced out)
9) Frequency and timing (relevant) People will have difficulties in relating discussions if an issues happened long time ago. C'mon, who can even remember clearly and precisely what happened more than six months ago?
Just now, I mentioned that people will negotiate. Thomas Killman is know to come up with a technique called "Win, Lose or Draw". No, just kidding. He came up with diagram below which still is either you win,lose or draw. *cheeky*
Lo and behold; before we move to next CE, let's talk about appreciation and rewards.
Think about, keeping your staffs long term and minimizing labour turnover.
1) Performance bonus (ka-ching!) - a designer bag doesn't hurt :)
2) Stretch project
3) Learning and development programs for free :)
4) Scholarships
5) Inclusion to high potential programmes (those who have high desire towards having a higher position)
Lastly, we move to CE 3 which talks about monitoring implementation of team plans.
What is manage and lead team's performance?
1) Setting communication expectations for individual and group performance
2) Evaluating outcomes
3) Use benchmarks as guidelines
4) Adhere to SOP and industry codes of practices
5) Promote team morale and productivity using Peter Drucker's Management By Objectives (MBO).
How to manage and lead team's performance?
1) Humility
2) Empowering
3) Collaborative
4) Communicative-sharing
5) Fearlessness
Types of benchmarks:
1) Effectiveness of the employee
2) Efficiency
3) Value for money
4) KPIs
My favourite, topic next is performance appraisal. Hehehe
Process of performance appraisal:
1) Measurement (Targets, etc)
2) Feedback
3) Positive reinforcement (emphasizing on what was well done)
4) Exchange of views (negotiate too)
5) Agreement
Usually appraisal is in a formal setting where it's one to one.
Tips to ensure team is effective and meeting goals:
1) Set performance goals with each team member
2) Set development goals with each team member
3) Wander around
4) Be a coach
5) Remember your role
In this topic, it is also taught on how to monitor and assess emerging risks.
Risks are threats and it's avoidable if precautions are taken.
What kind of risks are there?
1) Legislative changes
2) Organizational plans and initiatives
3) Labour market forecasts
4) Changing in operating environment
5) Competitor Activities
6) Technical innovations and developments
7)Natural disasters
How do you minimize risks effects?
1) Avoid
2) Diversify - create more products to sell rather relying on one
3) Control - monitor the activities
4) Share - engage an insurance
5) Transfer - outsourcing
And that's the end of the course.
My takeaway from this class is a sucessful business must have SMARTER goals with realistic mission at the same time controlling its activities as well as manpower and must be vigilant towards threats to minimise negative effects.
Thank you for your time reading my first ever super long post.
Till next module.
Toodles!
H
