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BSBWOR502 Lead and Manage Team Effectiveness Assignment - Orange International College, Australia

Assessment Task 1 - Written Questions

QUESTION 1 - Describe four strategies you would implement when managing a team to ensure that all members are clear on their responsibilities and requirements.

Answer - There are different strategies that can be used to manage the team, such as:

Maintaining good and open communication

Building positive working relationships

Allowing employees to share their ideas

Delegating jobs according to the skills of employees

QUESTION 2 - Describe three different types of support you can provide to members of your team to ensure they remain engaged and committed to quality outcomes. For each one, explain the advantages and disadvantages.

Answer - The types of support that can be given to the employees are as follows:

Encourage flexibility

It can help the employees to increase engagement and performance. It also gives the freedom to the employees to adjust their work schedules.

Always be authentic

It helps in building a sincere relationship between employees and management. However, sometimes, being authentic can confuse the other employee.

Asking for feedback

Asking for feedback can increase the engagement of the employee at the workplace, but sometimes the negative feedback can have negative impact on employee behavior and performance.

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QUESTION 3 - Describe three communication methods you might use to communicate with your team members and stakeholders. For each one explain at least one advantage and one disadvantage.

Answer - The following communication methods can be used at workplaces:

Verbal Communication

Verbal communication can help in eliminating the misunderstandings that can occur at workplaces(Hall, Covarrubias, & Kirschbaum, 2017). However, the cultural differences between the sender and receiver can be a great disadvantage in this case.

Non-verbal Communication

Non-verbal communication, such as eye contact can make people feel acknowledged as they talk and listen. The main demerit of this method is that it can give vague and imprecise perception to the receiver.

Written Communication

Written communications such as emails and memos can help in understanding the objectives of the meeting clearly(Cardon, 2018). However, the main disadvantage of this method is that it leads to certain misunderstandings due to lack of secrecy.

QUESTION 4 - As a manager in an organisation explain how you would ensure you are viewed as a positive role model.

Answer - As a manager, I can ensure to be a role model by acquiring following traits and qualities:

Communicating openly and interacting confidently with everyone.

Having the humility to admit mistakes

Showing respect and concerns for other employees in the company

QUESTION 5 - As a workplace leader, which strategies you would use to ensure that your team was actively involved in decision-making processes.

Answer - The ways that can be used to involve team members in decision-making processes are as follows:

Forming a committee in which we can listen to everyone's voice

Developing a suggestion box to engage workers through which they can suggest changes

Listening to the ideas of the employees

QUESTION 6 - Explain why it is important to keep lines of communication open with your own manager at all times when working with a team. State any three reasons.

Answer - The main reasons for keeping open communication with the manager are as follows:

The employees need to be informed that the manager is well-informed of company's directions so that they can feel secure(Ruck, 2017).

The open communication can also result in improved work ethics.

It also makes it easier for the managers when some kind of conflict occurs between the team members.

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QUESTION 7 - Describe the five stages of group development.

Answer - The five stages of development of groups are as follows:

Orientation

It is the first stage, also known as forming stage in which the group come together in state of anxiety or uncertainty(Five Stage Model of Group Development, 2019). The members at this stage basically learn what to do and how to do, or what is expected.

Power Struggle

It is known as the storming stage in which the leadership is questioned along with the rules, policies, and responsibilities of the team members.

Cooperation and Integration

The following stage is known as the norming stage in which a good and better leadership is very important, but at this stage, the facilitator can take a two or one step back in order to move forward together with the team.

Synergy

This stage is known as the performing stage, where members of the team are flexible and trust each other.

Closure

It is considered as the adjourning stage in which the project came to an end, and in the end, the team is seen with the perspective of team growth.

QUESTION 8 - Describe how each item below can impact positively or negatively on the team's performance.

- Someone likes to cause conflict

- Someone has trouble speaking up and participating

- Someone passes blame and cannot take responsibility for their mistakes

- Someone avoids sharing information

- Someone dominates discussion

- Team members share knowledge and skills

- Someone is good at mediating.

Answer - The following people can impact both negatively and positively on the team's performance:

A person who likes to cause conflict can affect the efficiency of the whole team and collaboration between them.

Someone who cannot speak confidently can affect the communication skills of the employees in a negative way.

The person who blames others for the mistakes cannot be responsible for their project which can affect the whole effectiveness of the team.

Sharing information is an important aspect as it can help in forming a stronger relationship with the company, and not sharing it can decrease the flexibility.

A person with a dominant personality can direct and drive to the task of the project effectively, but it can also lead to decisive decisions.

The sharing of skills and knowledge can increase the productivity of the team.

A person who is good at mediating is seen as respected and friendly personality. Such people can help in increasing the alertness of the team members.

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QUESTION 9 - If you are a classroom-based student, research the Internet to find organisational policy and procedures in the following areas:- Work allocation, Mentoring/coaching and Conflict resolution.

a. Work allocation: Briefly describe the responsibilities of supervisors/managers when allocating work to their employees. Briefly describe the responsibilities of employees when receiving work from their supervisor/ manager. Does the policy/procedure state any requirements regarding the need to work extended or continuous periods of overtime due to work allocation? If yes, explain the requirements.

Answer - Policies and Procedures

a. Work Allocation

The main responsibilities of managers are as follows

- Identifying all the tasks clearly

- Allocating the strengths and weakness of each employee

- Ensuring agreement from each team member

The main duties of employees are as follows:

- Taking responsibility for the project

- Cooperating with other team members

- Follow the instructions clearly

- Reporting details to the manager

The policy regarding the extension of the work includes that no employee is required to work extended periods of overtime of work allocation (USQ, 2019).

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b. Mentoring/coaching: Briefly summarise the benefits the organisation feels it will get from mentoring/coaching. Briefly summarise the mentoring relationship. Briefly summarise the mentoring process.

Answer - Mentoring and Coaching

The benefits that organization feel are:

- Retaining the talent of the organization

- Recruiting new talent

- Developing new leaders

The mentoring relationships can be defined as a process in which a particular body of knowledge and information is exchanged in order to speed up the performance of the organization.

The process of mentoring in an organization is based on the following four stages:

- Initiation

- Cultivation

- Separation

- Termination

c. Conflict resolution: What principles of behaviour does the organisation expect to be followed by those involved in the conflict resolution process? What happens if the issue cannot be resolved? What is mentioned regarding privacy and confidentiality?

Answer - Conflict Resolution

The main rules and principles of conflict resolution are as follows:

- Listening actively

- Accepting responsibility

- Making fair decisions

- Using direct communication

Unresolved conflicts at the workplace can have a negative influence on the relationship between leader and employee, such as distrust, decreased motivation, etc.

Confidentiality is necessary while resolving conflicts as it can help in making unbiased decisions.

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QUESTION 10 - Describe the strategies/techniques you could use to do the following:

- Reward a team member who does a great Job:

- Show that you value their contributions and participation in the team.

- Encourage them to keep striving to meet goals and/or targets.

- Reward the group as a whole for completing a protect ahead of schedule.

Answer - Strategies and Techniques

In this case, the manager can take the person outdoor, offer a flexible work location or give a treat in terms of reward to the specific team member.

In this case, I can develop a proper team mentality plan and share my ideas with my teammates.

I can encourage my team members by communicating the goals clearly, sharing my vision, giving proper feedback, and providing healthy office environment.

In this case, I can take the whole team on a short trip or appreciate them by giving small gifts to them in front of others.

QUESTION 11 - What is meant by 'consensus'? Describe the concepts of the Quaker model and the consensus oriented decision making model.

Answer - The consensus is referred to a general agreement between two persons or between two parties(Shaker, Christensen, & Bergdoll, 2017). The concept of Quaker model is concerned with the process in which team members share the information until the sense of group becomes clear. However, the consensus decision-making model is based on the seven steps that can be used any group situation.

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QUESTION 12 - Outline the five conflict handling modes referred to in the Thomas-Kilmann Conflict Mode Instrument. Provide at least two examples of when each mode can be used in the workplace.

Answer - Conflict Handling Modes

Mode

Description

When to Use

Collaborating

This model is both cooperative and assertive, which involves working with others through positive collaboration.

  • When conflict occurs
  • When employees are unable to meet deadlines

Competing

The following mode is uncooperative and assertive, where a person deals only with his or her concerns.

  • When there is a need to create a strong position
  • When the performance of a member lacks

Compromising

The following mode is moderate and assertive, in which a person simply compromise with the situation.

  • When differences between two employees are created.
  • When a change occurs at the workplace

Accommodating

This mode is unassertive but cooperative, where the person neglects his own concerns to satisfy others particularly known as self-sacrificing mode.

  • When meeting deadline
  • When resolving conflicts

Avoiding

It is concerned with avoiding the conflict and taking it in the form of diplomacy.

  • When a threatening situation occurs
  • When uncertainty occurs

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Assessment Task 2: Project

PART A: ORGANISE A TEAM MEETING - For this part of the task, you are required to prepare for a meeting with your team - the Marketing Officer and the Promotions Officer.

Answer - Organizing a Team Meeting

To: Team Members

From: Manager

Subject: Invitation to a Meeting

I am writing this email to invite you all to a formal meeting which is organized to discuss the performance planning of our employees and organization. The main goal of this meeting is to understand the goals and objectives of this year and to make sure that everyone will understand it. It is necessary to make sure that each one of you understand your roles and responsibilities clearly, but before attending the meeting I would like you to review the operational plan and responsibilities that have been given to. I have attached the operational plan in this email for your convenience.

Thanks!

PART B: TEAM PERFORMANCE PLANNING - Bring your Operational Plan with you and a copy of the Team Performance Plan template.

Answer - Team Performance Planning

To: Team Members

From: Manager

The main objective of writing this email is to make sure that you all have understood your roles and duties accurately. However, I am sending the outline of the roles and responsibilities that were agreed in the meeting to make sure that everyone is on track. Following are the main ground rules that were agreed by you in the meeting:

Open communication with other employees and managers.

Helping others in terms of needs

If a person has a deadline, it is the duty of the other employee to help him out.

Collaborate and communicate freely together.

When conflict occurs, listen to each party carefully and make fair decisions with evidence.

I hope you would understand how important these terms are, so try not to violate them. Have a nice day.

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PART C: DOCUMENTING THE PERFORMANCE PLAN - Review each section of the Team Performance Plan Template, and use your notes and thoughts to complete it. Remember that this is a work document and your writing should be clear and provide adequate detail.

Answer - Documenting the Performance Plan

To: Team Members

From: Manager

Subject: Team Performance Plan and Marketing Team Meeting Schedule

This email is written to request you all to provide proper feedback on the performance plan that is attached to this email. The main goal of this email is to make you understand what actions I will take to resolve the concerns that were raised during the meeting. For example, how will you collect evidence during a conflict resolution? In this case, I will provide you with a proper recording of the film during the conflict. Moreover, I will provide every type of assistance you need while resolving conflict and supporting your employees in meeting deadlines. I also want to inform you all about training activities that I want to place over in company in the following years. In this training you will learn how to resolve conflicts and how to communicate verbally and non-verbally. That's for all today. Thanks for your time!

PART D: PERFORMANCE MANAGEMENT - Send an email to your assessor (as Claire) requesting that she attend a performance management meeting with you. Include a date and time for the meeting.

Answer - Performance Management

Email invitation to Claire

To: Marketing Officer (Claire)

From: Manager

Subject: Invitation to a meeting

I am writing this email to invite you for a personal meeting with me. I want to discuss your performance in my company as a whole. I have encountered some complaints against you that I need to discuss. As you are the marketing officer of my company, it is your responsibility to overlook the business in my absence. Instead, you were showing negligence when I was on leave, and I believe that my company is disturbed because of your negligence. Therefore, I think that you should come here and have a personal meeting with me so that I can discuss your problems with you and you can share your issues with me if any. I am looking forward to this meeting and will wait for your reply. Please respond as soon as possible.

Hoping for a positive response,

Manager.

Email to GM communicating outcomes

To: GM

From: Manager

Subject: Outcomes of the meeting with Claire

I have taken your complaints against Claire into consideration. In this regard, I have made a personal meeting with Claire and discussed her mistakes. I would like you to know that this meeting has been successful, and I have ensured that Claire would not repeat her mistakes ever. I have asked her to avoid her phone calls while working and to focus on the comfort of the staff. From now on, Claire will be performing her duty well and will have shorter lunch breaks to save her time. She had some personal issues, which are resolved now. I hope that you'll not have any complaints against her from now on!

Thanks!

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PART E: POLICIES AND PROCEDURES - Write a policy and procedure about performance management. You may like to review the information at the Fair-work website to help you with this task.

Answer - Policies and Procedures

The policy of Performance Management

The performance policy of NNEC has some rules and regulations that every staff member has to follow. The purpose of this policy is to review the yearly performance of staff members. This policy is applicable to all my workers as well as the marketing officer. The high-performing teamwork is necessary for all the staff members as it will increase the efficiency of our business. If any staff member does not focus on his yearly performance, and his performance would be less than 40%, he/she will be fired without any prior notice. I will maintain the record of this performance myself through spreadsheets. Good Luck!

Email to Assessor

To: Assessor

From: Manager

Subject: Performance Management Policy and Procedure

Hey there! It is to inform you that I have made a management policy for my company. It is mainly based on the yearly performance of my staff members and the marketing officer. I have made some rules and regulations for the policy. For more information, please see the attached file regarding the policy and its rules.

Thanks!

PART F: TEAM REWARDS AND RECOGNITION - Use the Internet to research reward and recognition schemes. Find three that you think would be good to reward the team and ensure that the team continue to work well in future.

Answer - Team Rewards and Recognition

Email to GM

To: General Manager

From: Marketing and Communication Manager

Subject: Rewards and Recognition Schemes

I am writing this email to inform you that we have done great during this year, and now we should reward our team members as they have made a lot of efforts to increase the recognition and sales of the company. There are some rewards and recognition schemes that I want to suggest to you, which can be used to give rewards to the employees, such as bonuses, written praise, and verbal praise. We can give small bonuses on the spot to the employee for their valuable contribution, written praise, or notes to those encourage employees and give awards or certificates of performance in terms of rewards for their good performance. I hope you will consider these schemes as it can increase the confidence and performance level of employees.

Thank you for your consideration!

Personal Note

Hello Team Members,

I am writing this short and personal note to inform you all that we are very thankful for your hard work and efforts during this year. All of you have performed really great, and we will try to compensate you all through rewards. We will give bonuses to the people who have performed extraordinary and in their overtimes too. We will provide written appraisals and verbal appraisals in the form of certificates such as giving reward of best employee of the year. I hope you would do much better in the future.

Thanks!

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