Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Contents
Job Analysis
Design of Job Description
Organisational Structure
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 Introduction This assignment will analyse the organisational structure of engineering businesses and jobs which are advertised within the sector. It will attempt dissect a job advertisement and show understanding and reasoning around why certain information is put into a job advertisement.
Task One Job analysis is a process which can be used to collate information and determine key attributes of the role its duties, responsibilities, the required skills and outcomes of the position. A job analysis allows a Job description to be put together. Below is an example of a position within the engineering sector that may be analysed:
Rotating Equipment Engineer As Mechanical Engineer you will ensure the safe, efficient, and reliable operation of all process machinery, rotating equipment and mechanical handling equipment on the Tees-valley site. You will use your engineering expertise to troubleshoot issues with solid waste, power generation and syngas equipment in a cost efficient manner.
Role and Responsibilities:
Provide the first line of technical expertise on process machinery, rotating equipment and mechanical handling equipment in support of the profitable operation of the plant. Support the operating facility in addressing longer term problems with process machinery, rotating equipment and mechanical handling equipment. Review and analyse equipment to find methods to improve the reliability, efficiency and safety of the plant. Make informed decisions to ensure that maintenance is done in a safe, cost effective manner and protects the assets.
Experience and Qualifications:
Engineering degree and experience working in the field of rotating equipment in industries such as power, chemical, steel, oil and gas. Ability to troubleshoot and make good and timely decisions in a pressurized situation. A good working knowledge of design, construction, and maintenance of process machinery. A good understanding of fundamental engineering principals and techniques to support trouble shooting and decision making. Experience in plant operations preferably with gasification processes, blast furnaces steam and gas turbines.
1. The heading for the job description is the first key element; this should give the reader general idea of the type of role the job advert is offering. Rotating Equipment Engineer gives the reader some insight that they will need to have experience of specific type of equipment in this case rotating machinery such as centrifugal pumps for instance. Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 2. The next part is a brief descriptions and more insight into the role. This advert is asking for a mechanical engineer, this is information about the specific skills that the job requires at this point someone qualified say as an electrical engineer may decide to move onto to another advert. It is important for both the company and the prospective employees to be clear from the start of what specialist skills are required within a role. The description also offers insight into where the job is in the country Tees Valley, location is very important as although you may fit the required skills the position may be too far away for to consider and it would be a waste of both the prospective employees and the companies time if they applied to later find this out further down the selection process. 3. The next part explains the responsibilities of the role . In this advert the advert is explaining that the incumbent will need to be calm and clear headed to deal with making decisions in a pressurised environment this helps people reading decide if that kind of situation is for them? The advert goes on to give direct information of specific areas that the person who takes the roles will need to have experience of for instance blast furnaces. 4. The final key part is to discuss the experience and qualifications the prospective employee will need to have in order to be considered for the position, this helps the company target specific types of people. This position is looking for a wide experience base from construction to chemical oil and gas.
Task Two Job No. 12459 Job Title Plant Maintenance Technician (Mechanical) Employment Status Full Time Country United Kingdom Location Coalville Organization EU-Global Operations Job Description and Qualifications
We are looking for an experience individual to work within a plant environment carrying out planned and unplanned maintenance over a three shift system. The individual will be hard working with good time keeping skills. 8 years + experience of large plant machinery and reciprocating pumping systems is required.
A formal apprenticeship and qualified to HNC/D BTEC is desirable although those with 12 year + experience may be considered please apply in writing with photocopies of certificates to Mr Radford at Big Hire Plant Services.
Salary is negotiable dependent on experience with 25 holidays per year and pension.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Task Three
Above is an organisational structure of an engineering company. The key responsibilities within these companies are: Regional Director : The regional director is responsible entirely for the running of a part business in an large area of a country. They are responsible providing leadership and direction within the Region to assure that organizational standards and policies are maintained and followed. This includes conducting annual performance reviews, reviewing annual performance reviews conducted by County/Area Directors, conducting performance counselling as needs arise, and assuring regional Program Development and Impact reporting is achieved throughout the region in a timely manner.
Quality Assurance Manager: Quality managers aim to ensure that the product or service an organisation provides is fit for purpose, is consistent and meets both external and internal requirements. This includes legal compliance and customer expectations. A quality manager, sometimes called a quality assurance manager, coordinates the activities required to meet quality standards. Quality managers also monitor and advise on the performance of the quality management system, produce data and report on performance, measuring against set standards. They converse with other managers and staff throughout the organisation to ensure that the quality system is functioning properly. Where appropriate, the quality manager advises on changes and their implementation and provides training, tools and techniques to enable others to achieve quality. Regional Buyer: Direct and control purchasing staff to ensure that they are well motivated and trained and that they carry out their responsibilities to the required standards. Implement corporate purchasing policies and procedures to ensure that the company makes the best use of its purchasing power. Negotiate contracts with local suppliers who meet the company's requirements to secure the most favorable terms of business for the affiliate. The regional buyer keeps all contracts for the supply of goods and services under review to ensure that they are being carried out effectively and renegotiate terms where necessary.
Contracts Manager: The position of contracts manager holds responsibility for contracts and ongoing relationships with suppliers of materials or services to a company or organisation as well as the management and supervision of a contract team and the delegating of tasks accordingly. Financial budget supervision and ensuring the cost-effectiveness and value for money of contracts are other key tasks Applicants for this Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 position should possess excellent written and verbal communication skills and be able to develop and maintain effective working relationships with suppliers. Safety Officer: A safety officer monitors workplace activities to ensure that workers comply with company policies and government safety regulations. The duties of this job vary by employer, but safety officers typically have responsibilities to policy development, safety inspections, safety training and compliance with the federal Occupational Safety & Health Administration, commonly known as OSHA. Some safety officers, such as those in the construction industry, must have several years of field experience to qualify for this type of job. Managing Surveyor: The role of a quantity surveyor is to manage the costs relating to building projects. This may include new builds, renovations or maintenance work. From early design costs to final figures, quantity surveyors seek to minimise the costs of the project and enhance value for money whilst ensuring that the project meets all legal and quality assurance requirements. The managing surveyor is in charge of all the project and quantity surveyors below them.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Conclusion This assignment has provided me with insight into how job descriptions are put together .The key elements of a job description and why they are needed. I also research the organisational structure of a company and the responsibilities of the key roles within them. The internet was a good source of research information for this assignment.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Introduction This assignment will explore and demonstrate the key factors within appraisal systems and how best to implement and use an appraisal system. Appraisals A staff appraisal is a report on how members of staff are doing in their roles on an individual basis. This is normally complete through periodic advisory meetings between members of staff and management. The discussions allow agreements for objectives and the achievements of targets. It provides a structured way out side of the daily work routine to discuss matters which may improve the employees productivity and may also help them feel for comfortable with their working environment. It also allows for the employees performance over the previous year to be assessed and a relating percentage of pay rise may be offered dependent on how the employee has performed. Below are some key elements of an appraisal: Set objectives: Clear objectives on what is required from the individual and agree those with them. If possible set timescale for achieving those objectives Manage Performance: Give your employees the tools, resources and training that they will need to perform well. Carry out the appraisal: Moniter and assess your employees performance, discuss those assessment with them and agree on future objectives. Provide rewards/remedies: Consider pay awards and or promotion based on the appraisal and the employees scores. Performance cycle
A staff appraisal form is used to record the information from the employee and the management team about that employees performance. The form asks for general information on the employee before divulging into more specific information and discussions with the manager who is taking the appraisal. It is important to keep records of such meetings. This form is all about collating information from the individual about their previous 12 months of work (or set time period).Here is an appraisal form:
Staff Appraisal Form
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 Name:
Job Title:
Managers Name:
Date:
The purpose of the appraisal is to enable you to discuss your job performance and your future development with your manager.
The discussion should aim to clarify: The main scope and purpose of your job Agreement on your objectives and tasks Your training and future prospects
Discuss with your Manager why you think your job is important. How does your role fit into the organisation and contribute to its goals?
Over the past 12 months, what have you achieved and how well have you achieved it? Consider any targets which were set at your last appraisal.
What have you learnt in the past year and how have you improved the way you do your job?
What challenges do you face in your work? What, if anything, restricts you from performing to the best of your abilities?
Please comment on your: Timekeeping
Absences e.g. sickness
Dress Code
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 What parts of your job do you:
Do best
Do less well
Have difficulty with
Fail to enjoy
Describe your relationships with:
Other staff?
The children?
The parents/carers?
Your employer?
Targets for Next Year: What is to be achieved, by when, and how will you know when its done?
Development Plan for Next Year: What you need to learn, how you will achieve it and who will support you?
Career Plan: what are your career ambitions and how can your employer help you to achieve them?
Any other comments?
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Signed (you)
Date
Signed (your manager) ...
Date
Signed (your managers manager)
Date
Once the appraisal has been completed it is then time to assess the information received and give the employee feedback this can be a challenging part of the appraisal process as it is important to give motivational feed back. Below is an example of how a feed back form may look. Please see in the boxes for explanation of the category.
TO: Mr Green
FROM: Mr Radford
DATE: 09.09.2013
RE: Annual Appraisal Interview
I have met with Mr Green to discuss his appraisal on 28.08.2013. After our meeting and discussion I am pleased to confirm I have evaluated all the information and am able to give feed back on Mr Greens performance over the past year. If You have any question regarding the feedback contained please do not hesitate to contact me .
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 Understanding of the job and the Higher Education Environment Understanding of job duties, responsibilities and the practices which surround them, and the ability to keep up to date on developments affecting the work environment : In this section the manager should attempt to describe Mr Greens understanding of his environment at work in a motivational way , constructively. Volume of Work Ability to deal with the volume of work satisfactorily, ability to respond to fluctuations in workload and effectiveness in meeting priorities within realistic timescales
This section should attempt to describe how Mr Green has dealt with his workloads through out the year and give any advice on how he may better deal with fluctuations in workload. Quality of Work The accuracy and reliability of Mr Greens work, including the ability to make effective decisions , this is also the opportunity for the manager to give insight into how it may be possible for Mr Green to improve the quality of his through training which the company may be able to provide.
Working Relationships Maintenance of effective work relationships with colleagues within and beyond the immediate work area, and with external customers
This section deals with how Mr Green manages his relationships at work and if appropriate to his position customer relationships. It is important for an efficient employee to be able to develop good working relationships.
General Attitude Towards Work This is a final generalisation of Mr Green attitude at work overall.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 Appraisal Guidelines 1. It is a good idea to make the appraisal process a two way meeting, with the appraiser asking for feedback from the individual as well. This will allow the appraiser the opportunity to review their working practice as well. 2. It is important that the appraisal be well researched before hand so there are no surprises. If an employee has been unhappy for a lengthy period of time then this should already be known. 3. A friendly atmosphere should be created to make all parties feel comfortable during the appraisal meeting. 4. Agree job objectives actions and targets for the coming year. Aim to set objectives and a timescale which are realistic and achievable. Objectives should identify what activities are to be done, how they will be achieved and how they will be measured. 5. Discuss the individuals personal development and how they wish to moved forward, see if the company can offer any additional training. 6. Use supporting evidence when supplying the individual with possible negative information about there performance. 7. Set clear start and finish times for the appraisal. 8. Allow the individual to produce their own supporting evidence during an appraisal.
Conclusion This assignment has been informative about the procedure and development of an appraisal system. If a proper appraisal system is in place it allows employees to fair and constructive feedback on their performance at work.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Contents
Type of Teams
Team Members
Case Studies
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Introduction This assignment will look at the different types of team there are and the type of individuals which will join those teams. The report will take a look at three project scenarios and select the type of team and members of those teams which is believed to be the best to complete the project.
Types Of Teams 1. Permanent teams- These teams perform on a permanent basis and are not dissolved once the task is accomplished. Let us understand the concept with an example. They are primarily responsible for promoting their brand and designing marketing strategies to generate maximum revenue for their organization. They work to achieve their targets well in advance, the team is always in place and never dissolved. Their organization never asked them to leave. Such teams are called permanent teams. Work or no work, the human resources team, operation team, administration team always function effectively throughout the year and hence are permanent teams. 2. Temporary teams - Unlike permanent teams, temporary teams lose their importance, once the task is accomplished. Such teams are usually formed for a shorter duration either to assist the permanent team or work when the members of the permanent team are busy in some other project.When organizations have excess of work, they generally form temporary teams which work in association with the members of the permanent team for the accomplishment of the task within the stipulated time. 3. Task Force - Such teams are formed for a special purpose of working on any specific project or finding a solution to a very critical problem.. The task force explores all the possible reasons which led to a severe problem and tries to resolve it within a given deadline. 4. Committee - Committees are generally formed to work on a particular assignment either permanently or on a temporary basis. Individuals with common interests, more or less from the same background, attitudes come together on a common platform to form a committee and work on any matter. To organize any cultural event, organizations generally make committees to raise funds, invite celebrities and all the major tasks involved to successfully organize any event. The committee members work together, design strategies to successfully accomplish the task.In educational institutes, various committees are formed where students with a common interest join hands to organize cultural events and various other activities required for the all round development of students. 5. Organization/Work Force -These groups are formed in organizations where team members work together under the expert guidance of leader. A leader or a supervisor is generally appointed among the members itself and he along with his team works hard to achieve a common goal. The leader all through must stand by his team and extract the best out of each team member. He must not underestimate any of his team members and take his team along to avoid conflicts. 6. Self Managed Teams - Self Managed Teams consist of individuals who work together again for a common purpose but without the supervision of any leader. Here as the name suggests every individual is accountable for his individual performance. The team members of self managed teams must respect each other and should never lose focus on their target. No leader is appointed and the team members have to take their own responsibility. Individuals take their own intitiative. 7. Cross Functional Team -. Ideally the employees should be more or less on the same level to avoid ego hassles. Individuals from different areas come and work together for a common objective to form a cross functional team. In such teams, people from different areas, interests and likings join hands to come out with a unique idea to successfully complete a task.
Ref;(http://www.managementstudyguide.com/types-of-teams.htm) 04/09/2013 Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Individuals in Teams In the nineteen seventies Dr Meredith Belbin at the Henley Management College began to observe teams to see if problems could be resolved when joining them together. Belbin predicted that it was intellect that decided the success of a team but in fact a result showed that it was behaviour and people from a mixed back ground which had more to do with the success. Through this experiment Belbin initially created eight team roles with a ninth to be later introduced. These were; The Plant; The individuals are planted in a team as they are highly creative and have excellent problem solving skill. The Monitor Evaluator; These people are able to stand back and make impartial judgments about situations. Coordinators; Are able to keep the team focused and delegate work to the correct people. Resource Investigators; Research on projects and ensure that the teams work will be acceptable outside of the team. Implementers; Build and carry out effective work strategies. Complete Finishers; Are used at the end of a task to scrutinise the work and make sure it is finished and does not need improving. Team Workers; Often missed as a very important part of the team as they help the team to gel together and this is not always realised until they are absent. They also complete work on behalf of the team. Shapers; Provide focus and drive to keep the momentum going. Specialist; This team member was not recognised until later in the research. This team member had specific knowledge around the projects goal but have tendency to be narrowed minded towards their own field of expertise. (www.belbin.com)
The report will now look at three case studies of projects within the engineering sector and determine the type of team which would be associated with the project and the members of that team and how they relate to each other. Project One Cylinder registration. This project involves the registration of assets. The assets include cylindrical vessels for packaged gases, cylindrical tanks for cryogenic liquid transport and storage pallets for the cylindrical vessels. All of these assets will have their serial number and a barcode link to each other then uploaded to a database and linked into SAP. The project involves worldwide consultation is ongoing and may take years to implement and will also require upkeep after it has started. Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 This kind of project is likely to need a temporary team whilst the setup is incurred and further down the line a permanent team will be put into place to continue the project. This team may consist of : Implementer, this person task would be to ensure that procedures are effectively in place for registration of assets. They would need to make sure that objectives set to other team members are met and make sure the project meeting milestones. Monitor Evaluator, These people would check that the progress being made is acceptable and that the assets are being registered correctly for instance operator training is being completed effectively. Team workers; These are operators who actually register the assets and are tasked with complete their job with maximum efficiency and accuracy. Shapers; These people would keep the momentum and drive of the project moving forward. To manage performance on this project I would set KPIs for the registration rate of each asset so that a certain amount of assets were being registered per hour. Project Two In this project the team are tasked with solving a particular problem which is that the pressure of a container vessels pressure keeps rising beyond acceptable limits. The team I would recommend for this is a task force to find a solution to a specific problem. It will consist of: Resource Investigators; They will be needed to investigate the implications of possible solutions to the problem on other stakeholders. Specialist; This person will have specific knowledge of cylindrical vessels, pressure system and cryogenic liquid phases. This person is imperative to finding a solution that works. The Plant; A creative individual who will be able to work with the specialist to think of ideas and ways of solving the problem. Complete finisher; This person will look at the final solution to the problem and research for outside implications and see if there is any improvement which may be possible to move forward. The performance on this team could be monitored by the minutes of their meetings and how well planned their meeting are. Also you could see how well they work together rby the amount of ideas they come up with. Project Three This Project involves the construction of a new building on an engineering site. This could be a work force implemented team for a short period of time to coordinate construction of the building. This team could involve:
Coordinators; Who will delegate duties to different members of the team and keep the team focused on milestone throughout the building projects. Team workers; These may be construction worker completing the actual building work and are imperative to the completion of the project. Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 Complete finishers; Again these people will look at the work which has been completed and evaluate if it has been done correctly. In this project milestone would be the key to measuring the team performance and ensuring the end goal is met.
Conclusion Managing teams is a complex task which involves control and interaction with many different kinds of people. There are also different types of team made up of a mix of different people which means that the dynamics of the group will change and therefore the internal management of the team must be different. It is important to research how different kinds of personalities will interact with each other when forming a team for a specific project.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
References Books Team Management Secrets by Russ Slater 2010
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Appraising a Team It is important for a team to us teamwork to reach their objectives and goals. We evaluating the performance of a team some of the key factors you will need to address are: Accountability within the team, by treating the team always as a group it forces the members to keep each other accountable and helps you get a good sense of the groups dynamics. If the team start to pull away from each other there will be people mentioning other people not pulling their weight. Problem detection and conflict resolution. It is important to that even if conflict starts within a team that you ask them to sort it out between themselves to maintain the fact that they must always work together as a team. If there are people in particular are causing a problem you may find that supplementing periodic team assessment appraisals with individual supplement may be beneficial. 360 degree reviews. In a 360 degree review each team member evaluates their own performance and the performance of other members of the team. It is imperative that it be explained that these are comparative reviews and refrain from commenting on personality or work style.
The team can be measured on its internal group dynamics. These types of measures could address: how well the team works together as a group; the effectiveness of team meetings; the ability of the team to reach consensus; and the team's problem-solving techniques. The team can be measured on its work results or products. These types of measures could include: the number of cases completed; the use, acceptance, and understand ability of the team's final report, the number of customer requests for the team's report, the subscription rate of the team's newsletter. These types of measures can be applied with the three types of performance elements that can be used in the performance appraisal process. A critical element is a work assignment or responsibility of such importance that unacceptable performance on the element would result in a determination that an employee's overall performance is unacceptable. Because critical elements are limited to addressing individual performance, only the individual level measures of contribution to the team and individual results could be used as critical elements. Non-critical elements can be a dimension or aspect of individual, team, or organizational performance that is measured and used in assigning a summary level. In the past, "non-critical" meant "not as important." However, programs can be designed so that non-critical elements have as much weight or more weight than critical elements in determining the final summary level. Since it is only through non-critical elements that group or team level performance can be factored into an employee's Wayne Radford Managing the Work of Individuals and Teams 02/09/2013 summary level determination, using non-critical elements can be a useful tool for setting group goals, planning group work, measuring group performance, and providing feedback on group performance. Additional performance elements address a dimension or aspect of individual, team, or organizational performance that is not used in determining summary levels. Additional elements are used for various other purposes, such as setting goals, providing feedback on individual or group performance, and recognizing individual or group achievements. Ref; https://www.opm.gov/policy-data-oversight/performance-management/reference- materials/historical/facts-about-measuring-team-performance/ 03.09.2013
Different Type of Teams There are many different types of teams and these all have different criteria for performance measurement. We will have a look at some of these below: Functional Team : A team which is comprised of a manager and their employees whos are task with specific work activities or solving specific problems. These types of teams can be monitored using KPIs and milestones. Problem Solving: A group of employees from the same department who meet at specific times to discuss ways of improving quality, efficiency and the work environment. These team performance may be measured by evaluating who they work together and organisation of their planned meetings. Quality Circle: This team consists of around ten employees and supervisors who share an area of responsibility who meet often to discuss quality problems and investigate the causes of problems , recommend solutions and take corrective actions. They do no have authority. The performance of this team could be evaluated by measuring how many problems they solve and what improvement they bring to the organisation. Self Managed Work Team: These are a formal group of employees who operate without a manager and are responsible for a complete segment of that delivers a product or service. This team performance could be measured by how good the final product or service is. Cross Functional Team : A team composed of employees from around the same hierarchy level who are brought together to accomplish a particular task . The performance can be measured by how well they work together as a team to complete that task.
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Guidance Sheet for Team Performance Appraisal Does the team have clearly defined steps to achieve it goals?
Does the team have the right resources? (time, money , skills)
Does the team have effective leadership?
Does the team moniter its progress by milestone and KPIs ?
Wayne Radford Managing the Work of Individuals and Teams 02/09/2013
Is the team the right size and does it have correct people involved?
Motivating a Team If a team is motivated well it is more likely to achieve it objectives. It is not and easy task to motivate a team and careful planning is necessary. You can start by explaining the positives of achieving the objectives and if possible relate it to the members of how it may benefit them this is giving the members control of their own future. Instead of boring task try to build a sense of curiosity within the team members minds and by doing this the team will be interested in learning more and motivated to moving the project forward. Use a plan of action that requires everyone to work together to achieve their goals. Make tasks that rely on another tasks being completed by another team member to give the feeling of accountability with other team members. Establish realistic goals and set up a tool such as a key performance indicator to measure that distance towards their goal. Divide goals into step that can be check off along the way like bitesize chunks. The team can then visual themselves reaching their goal. Everybody likes to win, create a healthy competitive environment for your team members maybe introduce incentives to inspire them. Be careful not to create a hostile environment. Inspire individuals to do well within the team this helps to stop people hiding behind others effort because they are only being rewarded as a team.