AIPE ASSESSMENT COVER SHEET

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Student BSBWOR502B Ensure team
Unit code & Title
Name: effectiveness

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BSB51107 Diploma of Management

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Task 1
a. Identify who you (acting as Ted) will consult to gain clearer understanding of team
purpose/roles/responsibilities and accountabilities now that Jim has been promoted and left the team.

Person/ Action KPIs Expected outcome

Department
HR  Modifying job  Quantity benchmark:  Establishing and
Department description with written Producing 100 million documenting management
expectations. units per year. expectations towards
 Introducing potential  Quality benchmark: employee;
changes in regard to Maintaining quality  Understanding of expected
terms and conditions of standards at the level of performance;
employment. 90%.  Identifying training needs;
 Including/outlining new  Productivity benchmark:  Career development
benchmarks. producing 383 142 units support;
per day.  Determining employee job
 Monthly progress classification.
reports.
 Self-evaluation.
Team  To organise individual  Self-evaluation.  Documented management
members meetings with  Performance review. expectations.
employees in order to  Monthly/fortnightly  Understanding of expected
discuss proposed productivity reports performance.
changes and inform (including data  Determining employee job
them about new concerning achieving classification.
expectations/ new benchmarks).  Organising training
benchmarks. timetable.
 To provide a copy of  Career planning (and
new job development support).
descriptions/benchmark
s to all team members.
 To identify training
needs.
CEO  To review the purpose  New job description and  Creating/modifying
of the team and take it specification. company’s strategic plans.
into consideration while  Strategic and  Succession planning.
making strategic operational plans  Documented management
decisions influencing (concerning teams and expectations.
the future of the influencing the future of
company. the company).
 To identify which  New benchmarks.
changes are necessary.  Performance
 To consult planned reports/financial
development with HR reports, etc.
Department and the
supervisors/employees.
 To organise meetings
with employees to
inform them about the
adjustments.
 To prepare all required
documents.
b. Develop a performance plan to clarify and outline each of the following for your new team:
 Expected outcomes,
 Expected outputs,
 Key Performance Indicators,
 Goals

Area Goals KPIs Expected outputs Expected

outcomes
Quality Reducing Customer  Percentage of  Ability to sell  Company’s
Rejects level to 15% products which were product for the good name and
by the end of 2016. manufactured higher price. reputation.
correctly.  Ability to  Increasing
 Customer’s market the market share.
satisfaction level. product at the  Increasing
 Sales reports. higher/more number of
 Supplier’s quality profitable loyal
incoming (percentage sector. customers.
of good quality  Increasing  Expansion to
materials for profitability. new markets.
manufacturing
process from a given
supplier).
Productivity Improving  Cost of goods sold.  Meeting  Company’s
productivity and  Gross Profit Margin market good name and
capacity by 10% by (profit after demands. image (as a
the end of financial deducting costs of  Increasing reliable
year 2017. (Through production). profitability. provider
introducing and  Average inventory  Improving offering high
optimizing activity- cost per month production quality
based schedules).  Total production processes products).
costs.  Expansion to
 Sales reports. other markets.
 Increasing
market share.
 Stock safety
 Investments in
new
technologies
and
equipment.
Quantity Producing 100  Number of units  Meeting  Maintaining
thousand units per produced. market stock safety.
day by the end of  Sales reports. demands.  Company’s
2015.  Production costs.  Increasing good name and
 Cost of warehousing profitability image.
produced items.  Meeting  Expansion to
 Material/components manufacturing other markets.
costs. goals.  Increasing
manufacturing
targets.
c. Describe how you will support your team members and help them to achieve their expected
performance outcomes in the future.
Area Team members support (to achieve expected performance outcomes)
Financial  Offering company shares.
Company shares can be treated as incentives to attract and retain key team members.
Company’s performance becomes their concern as it’s a major factor influencing their
financial benefit.
 Offering monetary/non-monetary incentives.
It’s a form of rewarding employees for excellent job performance through financial
means or opportunities (e.g. flexible work hours, trainings and workshops, etc.) in
order to obtain incentives, the employees have to first contribute to company’s well-
being.
 Creating healthy competition.
Introducing a reward system which is clear and transparent to every employee.
Competition provides employees a feeling of thrill and excitement. Obtaining the
reward, creates a sense of accomplishment and satisfaction.
 Setting clear goals.
If employees know what they are expected to achieve they are able to prioritize their
work. It is important to inform every member of the team what his role as an
individual is and how it relates to achieving team’s goals.
Staff retention  Creating career development opportunities.
Team members who have the opportunities for self-development, are more valuable
members of the team. They feel needed and appreciated.
 Offering company shares.
 Offering monetary-non-monetary incentives.
 Offering benefits (e.g. medical package, better insurance, etc.).
 Loyalty benefits.
Employees who remain loyal to the company, could receive additional bonus included
in their weekly/monthly salary. The longer they work in the company, the bigger bonus
they obtain. It keeps them encouraged to remain loyal and makes them feel more
engaged.
 Providing competitive salaries.
It is important to offer salaries which are consistent with pays offered by other
companies across the industry. If the employees feel underpaid, they are more willing
to change working environment and accept job offer from competitors.
 Supporting new ideas and encouraging creativity.
Team members should have opportunity to take initiative and feel more empowered.
Creativity leads to development and gives the employees the sense of challenge.
 Assigning new tasks and responsibilities.
Employees who feel bored with their duties, tend to be less productive and eager to
change work environment. It could be avoided through introducing job rotation
system.
 Creating and maintaining team spirit.
 Avoiding micromanagement.
Customer satisfaction  Offering monetary/non-monetary incentives.
 Giving empowerment.
Giving the employees the right to make certain decisions independently contributes to
increasing their self-confidence and discovering hidden potential.
 Avoiding micromanagement.
Constant monitoring of the team members can contribute to increasing their level of
stress and frustration. It is important to let people work independently and offer
necessary support without unnecessary pressure.
 Providing necessary training/workshop program.
 Creating healthy competition.
Task 2
Develop and facilitate team cohesion and team work. For this question, it is important that you identify and
address all the following:
a. Identify and describe how you are going to ensure your team members will have input into any
planning, decision making and operational aspects of their team in the future.

Communication type Communication methods

Direct communication  Meetings/briefing
Weekly meetings/briefings with team members during which employees are
expected to provide at least two suggestions on how to improve team
effectiveness and effectiveness of the company in general.
 Individual feedback sessions.
Manager/Supervisor is available to meet with every employee who is seeking his
advice/help, etc.
The time of feedback sessions is announced to all employees and anybody can
provide a feedback or share their ideas.
 Committees meetings
Fortnightly/monthly meetings of employees across departments to discuss the
relevant issues and suggest new solutions.
Indirect  Intranet (virtual idea box)
communication Employees can send their feedback/suggestions at any time convenient for them,
using internal communication system.
 Surveys
Team members can express their ideas and opinions through surveys and
questionnaires provided by their supervisors. They can be anonymous or signed
with employee’s name.
 Suggestion contests
When the company is looking for the new solutions, it is good to look for help
among the employees who have a deeper, internal insight into current affairs and
know all the processes better than anybody else. Through organising suggestion
contests, the company encourages employees to come up with bold and
innovative ideas which can be a revolutionary in terms of future existence of the
organisation. The best ideas will be shortlisted and awarded. The CEO and Senior
Management will choose the best offered solutions and implement them.

b. Describe how you are going to ensure your team members take responsibility for their own work
and they help each other to complete their required outputs, roles and responsibilities (e.g.) policies
and procedures you will have/create to follow/refer to.

Who does the Policies and Procedures apply to?

The following Policies and Procedures apply to anyone who is employed by the company and who works at
the bearing assembly line.
What will happen if I breach the Policies and Procedures?
Failure to comply with the Policies and Procedures will be considered a serious breach of the company’s rules
and will be investigated. Breaches of the Policies and Procedures might result in disciplinary actions, ranging
from verbal warning through to the termination of your employment.
How does the company ensure the Policies and Procedures are effective?
Human Resources Department is responsible for ongoing review and development of the Policies and
Procedures. On commencement of employment and every twelve months afterwards, everyone who is
employed by the company must complete the Policies and Procedures Declaration, in order to show that they
understand the principles, and to confirm that they have complied with them within the past twelve months
and that they agree to comply with them in the future.
All breaches of the Policies and Procedures must be reported to the Supervisors and Human Resources
Department.
Duties and Responsibilities
To ensure your health and safety, you must:

 Follow any safety directions and instructions provided by your employer or Supervisor.
 Use any personal protective equipment and clothing in a correct way.
 Report any hazards, accidents immediately for your Employer or Supervisor to investigate.
You must NOT:

 Deliberately misuse or interfere with equipment.

 Be affected by alcohol or recreational drugs.
 Remove guarding from machinery or equipment.
Your duties involve:

 Involving sincerely in running machines and controlling the process of production.

 Ensuring the quality of product.
 Achieving assigned goals and meeting deadlines.
 Operating the machines efficiently and monitoring product samples.
 Maintaining the production unit by necessary cleaning and sterilization.
 Understanding numerous products manufactured by the company.
 Assorting and packing products.
 Understanding company’s health and safety regulations and comply with them.
 Following the instructions and executing them.
 Communicating effectively with co-workers.
 Developing and maintaining professional relationship with colleagues and preserving a team spirit.
 Delivering efficient teamwork.
 Working with respect to the rules of the factory and reporting any issues directly to Supervisors.
 Being familiar with wide range of machines and equipment used across different production units.
 Learning new skills and procedures.
 c. Identify and describe the feedback you will provide to your team members (what kind, how often
etc.) for their efforts and contributions to the team.

Forms of feedback Methods used to provide feedback

Direct feedback
 Performance review
Organised at least once a year to assess an individual employee’s job performance
and productivity. It is an excellent opportunity to discuss employee’s role in the
team and their contribution. It also helps the team members to understand how
their individual performance is affecting their colleagues and the company itself.
 Fortnightly individual meetings
Performance review carried out once a year is not enough for the employees as they
need ongoing monitoring and feedback. It helps to prevent developing bad habits
and keeps team members on the right track to achieve the goal. During the
individual meetings, employees have a chance to openly discuss current affairs, ask
questions about things which seem unclear or provide suggestions concerning new
solutions.
 Weekly briefings
Weekly meetings organised with all members of the team help to develop team
spirit and motivate staff members. They help to explain all doubts and clarify in
which direction the team is heading.

Indirect feedback  Monthly performance reports

Team members obtain insight into their progress within the past month.
Presentation of formal and numerical data makes them understand better how
achievements of their team reflect on the company’s position.
 Newsletters
They are easy to access information provided to individual employees. They enable
to save time and convey feedback which doesn’t require consultation with the team
member. It can inform about small changes or remind about details which have
been agreed upon.
 Intranet
It’s a fast and consistent method of communication with employees. It’s good for
storing information, referencing and raising awareness. Employees can also share
the content if they find it necessary or helpful.
 Notice boards
Some of the employee’s achievements could be announced in public to give them
the feeling of recognition and a sense of achievement. Notice boards messages are
also very good ideas for sharing information which concern all team members.
 d. Develop a process that you and your team will use to ensure any issues, problems or concerns any of
them may have been recognized, addressed and followed up with the line managers/management or
other relevant stakeholders.
In your answer be sure to explain how:
 You will support your team to identify and resolve potential work performance problems they might have.
 You will take any necessary corrective action regarding unresolved issues, concerns and problems raised by
internal or external stakeholders.

Problem
Supporting team to
identify and resolve
potential work
performance problems
Actions
Performance issues should always be based on behaviours/actions that were
actually seen, not on characteristics based on employee’s personality.
Process to address the performance problems:

1. Convey performance issues to employees once they’ve been

noticed/spotted.
Supervisors should never wait until the performance review. They can’t
ignore bad habits.
2. While addressing performance issues, inform an employee what you
noticed and what you would expect to see instead.
To inform about performance issues use SANDWICH METHOD. It prevents
employees from getting discouraged and feeling pessimistic/negative. It’s is
important to be specific and to ask employee for feedback. It is worth to ask
a team member whether there’s any training or resources needed to perform
their tasks better. In case of strong reactions, give your employee a day to
think things through and remind them that they can expect your support and
help.
3. Taking into consideration special circumstances.
If there are any reasons which affect poor performance (e.g. depression,
alcoholism, other health issues), it’s best to consult and expert in order to
deal with this situation.
4. Making notes about the first meeting and its results and keep it in a
file.
It is necessary to support further decisions/actions if the performance
problems persist.
5. If the problem reoccurs over the next two months, immediately
issue a written warning.
It’s important to refer to the previous meeting. If the supervisors are
convinced that the employee is trying hard, but can’t improve, they should
consider placing him/her somewhere else in the organization.
6. On the third occurrence, consider terminating employee’s contract.

Support actions:
 Providing ability to address issues anonymously.
 Provide more training to managers/supervisors, concerning how to be
open to criticism.
 Reward employees whose feedback was most helpful.
 Encouraging staff members to speak up.
 Organizing team building activities/outdoor activities.
 Organising individual consulting sessions during which the team
members can openly talk to their supervisors/ managers.
 Taking any corrective
actions regarding
unresolved issues and
concerns.
1. Once there is a need for corrective action is identified, the Supervisor
organizes one-to-one meeting with an employee.
2. If the corrective action is a written warning or suspension, the
Supervisor will carry out the meeting in the presence of the Human
Resources Department Representative.
3. After the meeting, the supervisor is responsible for providing a copy
of Corrective Action Form to the team member, forwarding a copy of
the form to Human Resources Department.
4.
A) If the employee completes the corrective action with a positive
outcome, the supervisor will provide an acknowledgement and
necessary memorandum forwarded to the Human Resources
Department. If the need for corrective actions reoccurs, it will be
continued.
B) If the employee completes the corrective action with a negative
outcome, the supervisor will conduct a meeting with employee in
the presence of Human Resources Department Representative.
Corrective actions will be continued.
5. Possible results of corrective actions include suspension (necessary to
carry out the investigation or ensure safety to people participating in
conflict), or termination.

e. Describe how you will encourage your team members to maintain open communication processes,
to participate and take responsibility for team activities.
Maintaining open communication:

 Creating safe work environment

Establishing ground rules for communication and discussions. Team members should feel free to ask
questions without being criticised or laughed at. There are no bad ideas or wrong enquiries. Constructive
criticism should be accepted also by supervisors and management.

 Clarifying and explaining doubts

Team members should be encouraged to ask questions concerning issues which don’t understand. It’s
important that they can approach any other team member or supervisor and obtain the answer or discuss
concerns openly.

 Maintaining team spirit

Maintaining unity of the team is a difficult task. In order to achieve goals and perform effectively, team
members have to cooperate together and give support to each other. Team unity could be achieved
through team-building activities ice breakers and some outdoor activities.

 Establishing grievance system which makes employees feel protected.

The company should have established complain procedures and processes. If we want them to involve in
company’s affairs, it is important to make them feel heard and taken into consideration. Team members
should be encouraged to speak up without a fear of being alienated or getting into conflicts with their co-
workers.
  Offering monetary/non-monetary incentives.
Employees should be rewarded for taking active part in company’s life. In that way they will see that
additional effort pays off and they will feel more motivated to participate in various activities in the future.
f. Explain how and why by doing all of the above will enhance the organisation’s image for all its
stakeholders.
The aforementioned changes can contribute to creating a positive image of the company in the eyes of its
stakeholders.
Benefits for the employees: Our Company will be an organisation which appreciates and looks after its
employees. It will be a place where they can develop and acquire new skills. They will enjoy carrying out their
duties in a friendly environment and being part of a dynamic team.
Benefits for the shareholders: Improving production processes and increasing profitability will contribute to
company’s stability. A chance for expansion to new markets and increasing market share, makes it a business
enterprise which is worth new investments.
Benefits for the customers and business partners: Our Company provides products characterized by high
quality and reasonable price. The products are shipped and delivered on time without any complications,
which makes us a valuable and reliable business partner.