Reference no: EM133517801 , Length: word count:1200

Lead and Manage people

Assessment Task 1: Knowledge questions

Questions
Describe the importance of each of the following tasks completed by supervisors and managers. Provide a specific example for each.
Decision making : Decision making means directing and control an organisation. For example, Relating to people and organizational culture, such as hiring, firing, training, or motivating employees.
Delegating tasks: Giving directions to a subordinate and telling them exactly what to do.

Monitoring staff : staff monitoring is the use of various workplace surveillance methods to gather information on the activities and location of your staff. There may be a number of reasons why employers may choose to monitor employees such as safeguarding staff, protecting resources, or improving productivity.
Planning and organising : process of formal goal and taking suitable action to achieve goals so that's why its very important.
For each of the following information, explain why it is important for supervisors and managers to provide this to staff.
organisation performance : organisation performance is most important for manager to provide this to staff so they can know the performance of organisation
changes in organisational policies : its very important if any policy changed we have to informed staff as soon as possible so they can know about changing policies then they follow new policies which is provided by manager.
marketing information and targets : it is important to them because if they know the targets of company they can work according to the market needs and fulfil organisation goals easy way.
overall organisational objectives : overall organisational objectives is important to provide staff so they work hard to fulfil their gaols and objectives.
plans for new equipment : plan for new equipment important to provide information staff so they can use it.
rationale for management decisions : management decision for everyone so we have to provide all information about decisions for achieve their targets.
technology updates : its very important information which is technology updates for staff they can use new technology and earn more profits.
training developments : according to time so many training for staff; for their developments of skills so its important to provide information.
Explain the importance of the following in relation to being part of a work team.
adhering to policies and procedures : Policies and procedures are an essential part of any organization. Together, policies and procedures provide a roadmap for day-to-day operations. They ensure compliance with laws and regulations, give guidance for decision-making, and streamline internal processes.
cooperative and open communication : Open communication is when people can openly express their thoughts and ideas to one another. In a business setting, an organization can implement open communication by encouraging all employees to express their feedback and thoughts.
understanding the nature and scope of work : scope of work should include enough details regarding the project's deliverables, payment process and milestones to ensure a smooth project from start to finish. In this article, we explain what a scope of work is, what to include in one and how to write your own.
forming relationships with others in the workplace and understanding interdependent areas of activity A lack of interpersonal relationships can negatively impact our health, our ability to adjust, and our overall well-being.
understanding reporting requirements : requirements report is a document that outlines the necessary elements of a project or system. It includes information on the purpose, scope, and goals of the project, as well as the stakeholders involved.

Explain how each of the following can assist in developing individuals at work.
change in job responsibilities
external training and professional development
formal promotion
internal training and professional development
opportunity for greater autonomy or responsibility
Describe the key features of the following leadership styles:
Laissez-Faire : laissez-faire: lets the team make their own decisions and provides little or no direction

Autocratic : autocratic: tells the team what to do; little or no consultation

Democratic :democratic: participative and consultative
Describe three ways that open and supportive communication can be established in a workplace.
• clear and unambiguous
• comprehensive: providing all necessary information
• received: by addressing barriers to communication, asking for confirmation or receival and/or personally following up
• constant: communication should be regular to be effective
Describe three characteristics of an effective leader.
being an effective communicator
providing a good role model for others to follow
being a strategic planner
having a vision
being courageous
having integrity •
maintaining focus
collaborating with others
Outline three principles of team work.
Attitude and sense of support: Individuals can support each other so that their strengths combine to enhance what they do.
Alignment: The strengths of individuals and the support of colleagues are directed towards meaningful goals in the organization.
Results: The team focuses on delivering results and has a clear performance focus.

Outline three characteristics of effective teams.
Individual team members: Show that you care and will lend support if needed.
Team as a whole: Provide direction, guidance and inspiration.
Relationships among members of the team: Promote positive, productive relationships.

Outline three benefits of effective team work.
Increased efficiency, productivity and motivation, as team members can focus on their strengths and support each other.
Enhanced creativity and innovation, as team members can generate and share ideas, and approach problems with unique solutions.
Improved personal growth, job satisfaction and stress reduction, as team members can learn new skills, feel empowered and valued, and enjoy working with others.

Explain three roles that a team member may assume within a team.
Manager or supervisor: Responsible for overseeing all activities within a team.
Strategist: Responsible for deciding how to approach tasks and develop a plan to accomplish them.
Communicator: Responsible for distributing information to team members and stakeholders.

Explain three attributes needed of team members.
Team purpose: This is the ability to keep focused, fulfilled, and aligned on achieving the team's objectives.
Collective identity: This is the sense of belonging and working together as a unit with other team members.
Awareness and inclusion: This is the skill to navigate interpersonal dynamics and value everyone's perspective.
Explain two different ways that a team can be organised.
Organizational Structure not only captures who is responsible for what but also the reporting and communications lines that tie everything together. To give you a better idea on the "why" we're going to go through 5 of the most popular organizational structures & explain how each works.
Something isn't going to happen because everyone thinks someone else is responsible.
It'll get duplicated because everyone thinks it's part of their job.
People are going to get mad and frustrated because they don't know what to do or are treading on each other's toes.
Information fails to flow via the most efficient channel or reach the right people.
The business can't do a single thing without referring to top management who then slowly go crazy because of the workload.
Outline three problems that can occur within a team.
Unclear Goals and No Direction Serious problems arise when a team feels rudderless and adrift without a clear sense of leadership or direction. They question themselves and their value to the organization. ...
Lack of Structure Teams lacking structure may never reach their full potential. ...
Poor Communication ...
Toxic Team Members ...
Explain how motivation assists in the management of individuals and teams at work.
motivation is the driving force that propels people to act. Motivation within leadership can produce a dedicated and focused workforce. When leaders motivate employees, the employees often feel engaged and retain their interest in their work, which can significantly benefit the organisation. Motivation has several benefits for those in leadership positions, and each plays a part in achieving success.
Identify two theories of motivation and how this applies to managing individuals and teams.
a .Incentive theory
The incentive motivational theory suggests reinforcement, recognition, incentives and rewards motivate people. The incentive theory also proposes people may display certain behaviours to achieve a specific result, incite a particular action or receive a reward. Here are a few examples of incentives in the workplace.
b. McClelland's need theory
McClelland's need theory proposes there are three different needs most people have, and each need corresponds to a type of person who feels motivated to address that need. Understanding McClelland's need theory can help managers identify employee needs, which may give them the ability to place their employees in situations where they can thrive and reach their goals. Analyse these three needs to determine which incentive may work best for each employee:

Explain how group dynamics can impact on successful team management.
These dynamics don't appear out of thin air-they grow out of the way people see themselves in relation to and among their peers. For example, you might have a positive group dynamic if your group is comfortable collaborating together. Alternatively, you might notice negative group dynamics if two people are trying to lead a project and aren't listening to the other person's input.

Describe how each of the following recognition and rewards can assist with effective leadership of staff.
acknowledging individual good performance to the whole team
incentive initiatives
informal acknowledgement
presenting awards
written reports to management
Outline two types of organisational plans and the steps needed to plan each.
Workforce development
Financial planning
Planning regarding products and services

Assessment Task 2: Team planning meeting

Activities
Complete the following activities.
Carefully read the following scenario.

You are the manager of a busy café within the Blue Healer Hotel and Spa. Apart from you and the owner, there is a full-time chef named Navneet, two sou chefs, two part-time kitchen porters and casual wait staff employed. The casual wait staff are from the local area and are mostly university students or high school students working part-time shifts. The team is tight knit and work well together. The casual wait staff visit the café socially sometimes and the culture is one of sharing and helping each other out when needed.
The café's vision is to be the most popular café within the local region renown for it's amazing local food and service and vibrant atmosphere.
It's mission is to grow the café and it's popularity by strong leadership, sound communication and the provision of a clear strategic direction that ensures it's a great place for staff to work; it provides food and beverages that the public wants with a focus on local produce and sustainable practices; and it becomes known for its vibe and atmosphere.
Values listed in its Strategic Plan include:
Operating with trust and integrity with each other, as well as with employees and the community.
Customer focus through appreciation of interests and passion for food that is local, healthy and delicious and sustainably sourced.
Camaraderie through recognising the superior strength and efficiencies of good team work
Innovation through best practice and change
Openness and transparency in communicating with our employees, customers and the broader community.
The organisation has adopted three key strategic goals is to improve local interest in the community and not just rely on the hotel guests for revenue, specifically to:
increase local traffic by 25% in the new upcoming financial year
develop and implement a "specials or loyalty" program to use as the basis of weekly advertising in the local area
provide entertainment to encourage people to stay longer.
A key approach to achieve these will be to establish relationships with local talent to provide entertainment and increase advertising locally.
The owner has asked you to develop a team work plan that will include a range of tasks and activities that the café's staff can carry out over the next twelve months to achieve the key strategic goals and objectives.
In order to develop a plan that will be enthusiastically adopted by the team, you are to conduct a meeting with the staff to inform them of the new key goals, and to workshop innovative ideas they may have that could help the business achieve them. With the participation of the staff, you are to translate their ideas into actions that they will then carry out.

Prepare for a meeting with the team.

The meeting will provide an opportunity for all the café's employees to contribute to the next stage of the business's development. You will be collecting ideas about how the team can fulfil the business's objectives.
You are expected to encourage all team members to be innovative and be constructive in their participation. Keep in mind that this unit's focus is on teams working in an effective way, and you are being assessed on your ability to encourage and support your colleagues to do this.
Review the case study information and write some notes on your plans for the meeting.
You will know the other meeting participants, so structure the meeting in a way that is appropriate for these people (your classmates). Use appropriate language and social references, too.
Write a statement of what the team's purpose and long-term objectives are, to take to the meeting with you. This will be just your starting point, though, as these will have to be discussed and accepted by all the meeting's participants.
As well as leading the meeting, you will be taking notes, and writing up a report afterwards. Review the Team Work Plan Template to order the information you receive at the meeting. How do you want to document the meeting's proceedings? With a white board, computer and projector, or butcher's paper?

Write an email to the owner (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should summarise the preparations you have made in activity 1 and set out what you hope to achieve at the meeting.
The text of the email should ask for the date, time, and place of the meeting.

Write an email to your team members (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite and warm) style.
The email's text should list the café's three key strategic goals and invite the recipient to a meeting to discuss how the team can achieve these, in particular activities that can be conducted to assist in achieving these goals.
It should summarise the goals of the meeting and its importance and encourage the team members to start thinking of activities appropriate for meeting the team's goals, and to bring these to the meeting.
Include the date, time, and place of the meeting in the email.

Prepare the room for the meeting.

Check that there is enough seating for all meeting participants. Every participant should be able to see the whiteboard, and the seating should be arranged to encourage a group discussion.
Ensure that all of the physical elements are functioning correctly before the meeting begins.

Conduct the meeting.

Begin the meeting by welcoming the participants and giving a summary of the organisation's goals and objectives, and how encouraging innovation in the workplace can support these.
Your next step is to establish, and document, the team's purpose and long-term objectives and how these support the business's goals and objectives.
You are being asked here to roleplay a Team Leader, leading colleagues in thinking up new ways of doing things, but you are also a student, asking your student colleagues for new ideas and how they can be translated into actions. Your team members will all most probably have a favourite café. Bring this out at the meeting, getting them to look at their own motivations as to what they enjoy, and look at how this could be used to motivate others, as well as their experiences of events (music or social activities) that assisted in increasing interest and support of their favourite eatery.
Also, be aware that the other students at the meeting will be conducting a meeting on the same topic within a short time of you conducting yours. So, try to establish your own meeting leadership style. It should be uniquely yours, and effective. Be conscious that you will be modelling effective meeting leadership throughout the meeting. You should consciously behave as a role model for your colleagues, behaving in a way that encourages team excellence.
Even though you may think that you know what the business should do, being a leader in this meeting means that you are responsible for engaging and motivating the other meeting participants, leading them in collaboration. Not leading them by telling them what to do.
When you have conducted the preliminaries, open the meeting up to ideas that the participants have brought with them. Document the brainstorm on the whiteboard.
Discuss (and record) the ideas the participants give, asking the others for input, looking at it practically, working out what preparation would be necessary, material, personnel, whatever is relevant to carrying the idea to realisation.
While encouraging the team members to find and develop ideas, you are expected to display the following leadership skills:
Act as a positive role model through your performance
Show support for, and commitment to, the business's strategic goals
Interacting with team members in a positive and professional manner.
Encourage the team members to take responsibility for their own work.
Encourage the team members to develop innovative approaches to their work.
Model and encourage open and supportive communication within the team.
Share information from the wider business environment with the team as appropriate for the situation
Motivate the team members to achieve optimum performance.
During the meeting, you are required to demonstrate effective communication skills including:
Speaking clearly and concisely
Using non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding
As you come to the meeting's conclusion:
Summarise the ideas and activities to have come out of the meeting.
The summary should verify the team's, and each team member's, expectations, roles and responsibilities.
Tell the participants that you will lead and support them in meeting the outcomes.
Finish the meeting by thanking the participants and telling them that you will collate the ideas that they have shared and the activities that they have selected to undertake into a team work plan. with each person's roles and responsibilities clearly set out. Tell the participants when they can expect to have the plan. Give yourself a realistic but challenging time frame for this.

Assessment Task 3: Team work plan project

Activities
Complete the following activities.
Develop a team work plan.

Collate the notes that you took during the meeting, adding any points that you may have missed during the meeting. Where you find that some information is missing, use analytical thinking techniques to generate possible solutions, not forgetting that you can seek input from others as required
Use the Team Work Plan Template to list and describe activities that were brought up during the meeting, following each idea through its goals, timeframe, and who is responsible for individual tasks.
Ensure that a team member is clearly responsible for each task, and that specific productivity measures are allocated as outcomes for each idea. Each team member's responsibilities should be collated so each has a clear understanding of what is expected of them and when.
Save this document as Draft Team Work Plan.

Send an email to the business owner (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
It should summarise the project from the outset, including what was discussed at the meeting, until the present time.
Describe the attached team work plan, including how it was generated and how it will be monitored.
The email text should also ask if the owner wants any changes made to it before it is sent out to the team members.
The email's text should also ask for the owner's authorisation to send the work plan to the rest of the team and delegate the tasks according to the plan
Attach your draft team work plan to the email.

Revise your team work plan.

Update your work plan to reflect the feedback given to you by the owner.
Save this document as Revised Team Work Plan.

Send an email to the owner and your team (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (professional but casual and warm) style.
It should give a short summary of the work plan and ask for their feedback.
Attach your revised team work plan to the email.

Prepare to meet with Tristan.

Identify any barriers to Tristan taking on the tasks and responsibilities that you are going to delegate to them and think through techniques or processes that you could use to overcome them.
You will be required to provide mentoring and coaching to support Tristan. Make sure that you understand the differences between mentoring and coaching to ensure that you can provide both during the meeting.
You will also be required to evaluate the team member's skills and provide opportunities for their individual development. Think through how you can do this during the meeting.

Meet with Tristan (your assessor).

This meeting will take place at your workstation.
The objective of the meeting is for you to coach and mentor Tristan in how to draft a document in Microsoft Word and email it to you.
First speak to Tristan about the tasks that you intend to delegate to them.
You are required to implement the techniques or processes you have thought of to overcome any barriers that Tristan presents to taking on the job.
When you have gained Tristan's agreement, evaluate their computer skills by asking them to open up their internet account and then create a new Word document.
Demonstrate how to do this yourself, opening your internet account, creating a new Word document, attach the document to an email and send it. Describe how emails can be sent to a number of people or a group - and that once you receive the email you will access it and then copy the information into the social media platform.
Ask Tristan to demonstrate to you that they can do this. Coach them through the process as necessary.
As part of the mentoring component of this activity, you are required to encourage a trusted, ongoing relationship to form between you. To do this, you should demonstrate effective communication skills including:
Speaking clearly and concisely
Using non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding
Before concluding the meeting, ensure that you gain Tristan's commitment carrying out the tasks that you have assigned him.

Assessment Task 4: Reward and recognition project

Activities
Complete the following activities.
Carefully read the following scenario.

After 12 months, data shows that your team has exceeded the percentage increase in the number of new local support for the café, and you have decided to recognise your team for their efforts.
In particular, one of the casual waitstaff, Maggie, took it upon themselves to organise a fund-raising event for their grandparent's care home and arranged the planning and details of it under your direction and support. This resulted in a regular morning tea outing for seniors and a whole new demographic of customers. You should single her out for a personal reward.

Select reward and recognition schemes

Using the Internet, research both informal and formal staff reward and recognition schemes and make notes on what you find.
The following links will provide some examples.

Choose and develop at least five examples that would be appropriate for your team in the case study.

Send an email to the owner (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style.
The email text should give an evaluation of the team's performance in terms of the achievement of their goals.
It should introduce and summarise the reward and recognition schemes that you have identified and seek their feedback and approval to move forward with the project.
Indicate which of the schemes you think would be most appropriate for the team as per the scenario and why.
You will be assessed on whether your email addresses the required content as described, as well as the clarity of your email.
The owner will reply to your email with authority to implement one of the schemes that you have selected.

Send an email to the team (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite and warm) style.
It should thank them for their efforts in achieving the strategic goals and give the details of the reward and recognition scheme that you are introducing.
The email should mention Maggie's efforts and state that she will be the first recipient of a personal reward.

Send an email to Maggie (your assessor).

The text of the email should be in grammatically correct English, written in an appropriate (polite and warm) style.
It should thank her for her efforts and her innovative approach to achieving the strategic goals. Give her the details of the reward that you are awarding her.

Note: Need only Assessment Task 2, 3 and 4.