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By the end of this session you should be better
able to:
 Identify how to work within the organisational
guidelines to achieve team goals
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Explain how to plan and allocate work
Describe how to monitor a team’s performance
against the plan
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
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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?
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The resources available
The time available
Policies and procedures
Alternative ways of doing the task
Potential problems
Human resources available
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

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?
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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
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
The action plan can be a useful tool. A typical
format would be as follows:
Action/responsibility/
task
By Whom
By When
Completion
Date
Comments
Think of some workplace tasks that you could
use this tool for.

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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.
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

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.
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Task Name
Start
Finish
Duration
Jun
Research
3.6.14
4.10.14
124 days
Pilot Development
Content
Authorisation
4.10.14
6.2.15
123 days
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
Jul
Aug
2005
Sep Oct
Nov
Dec
Jan
Feb
2006
Mar Apr
May
Jun
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.
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This involves making judgements about:

The set of tasks that have to be completed.

The set of individuals .
You want the best fit
between the two!
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
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?
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Benefits:
Disadvantages:
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Effective team leaders are people
who 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 experience
to arrive at the best decision.
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
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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.
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
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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
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
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?
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In your allocated groups you need to
prepare a flip chart presentation covering
the following:

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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
6. Evaluate
performance and
apply lessons to
future tasks
2. Select
appropriate person
bearing, in mind
previous
experience, skills
and availability
5. Monitor progress;
encourage feedback on
a regular basis; fix
official reporting
schedule if appropriate
(milestones)
3. Set parameters,
deadlines,
resources,
considerations
about quality, limits
of authority, etc.
4. Check
understanding;
provide resources
and support;
ensure
commitment
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After allocating a task,
you will need to assess
how well the staff
member has performed.
Methods of Assessment:

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Observation:
- formal
- informal
Examining products
Questioning
Performance figures and
checking objectives
Appraisal
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Look at your 2 highest
scores:
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Primary Role
Secondary Role
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Co-ordinator
Shaper
Plant
Monitor/evaluator
Implementer
Resource Investigator
Team Worker
Completer/Finisher
http://www.youtube.com/watch?v=EKmDEDUdB
KQ
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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
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1.
2.
3.
Understand how to work within
organisation’s policies, procedures and
priorities
Understand how to plan and allocate work
Understand how to monitor your team’s
work
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