abt02206 311 yosep peformance assignment
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The University of Adelaide *
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Course
BSBWHS311
Subject
Communications
Date
Apr 3, 2024
Type
docx
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7
Uploaded by KidFogDolphin28
Assignment Name: Peformance
Course Name:
Certificate III business
Student Name:
Yosep Monier Nababan
Student ID:
BPU2AK3YCH
Assessor Name:
Ann Grenci
Date Submitted:
11/03/2023
Student Declaration
I agree to undertake assessment in the knowledge that information gathered will only be used for assessment purpose and can only be accessed by the AIBT
I declare that:
The material I have submitted is my own work.
I have kept a copy of all relevant notes and reference material that I used in the production of my work.
I have given references for all sources of information that are not my own, including the words, ideas, and images of others.
Student Signature:
Yosep
Date: 11/03/2023
Task 1.a
Work with your team to identify and analyze at least two workplace problems:
BENCHMARKS
Identify the problems and:
articulate them
agree that there are problems
determine the procedures you will use to collect information about the problems
consider a range of procedures for resolving the problems within the scope of your role, the team's authority and organisational and legislative frameworks eg:
o
organisational expectations
o
policies and procedures
o
the instructors
o
capacity and capabilities
o
health and safety legislation
o
industrial relations legislation
o
privacy legislation etc
scenario background:
I am working with my homestay because she has opened a cleaning service. I have worked with her for 2 weeks and done some cleaning jobs in some apartments and houses.
Discussion:
I have discussed and analyzed some workplace problems in my workplace. We agreed that there were some workplace problems that affected our productivity and efficiency. We have found that some workplace problems we were facing were poor communication and workload Imbalance. For example, when we arrived at
the customer's place and started working, sometimes the orders given by my guardian or teammates were not conveyed clearly. That bad communication disrupts our cooperation and reduces the productivity and effectiveness of our work. Another example is when we divide the cleaning tasks, the tasks sometimes were distributed unequally, leading to burnout in the team. The procedure used to collect the information about these
problems are from my knowledge task. To solve these problems, we will need to consider the range of procedures for resolving the problems within the scope of my role, the team’s authority, and organizational and
legislative frameworks.
Workplace problems
Procedures to solve the problems
Consideration
Poor communication
- Identify the root cause of the poor communication (the reason behind the poor communication)
- Gather input from team members (hold a team meeting) - Develop a clear communication plan
- Monitor and evaluate progress (regularly monitor the effectiveness of the communication plan and make changes as needed). - Health and safety legislation: the communication plan should consider any health and safety legislation that may impact the team, such as the requirement to communicate any hazard or risks to team members. - Capacity and capabilities: the communication plan should be designed to meet the capacity and capabilities of the team members. Consider the team’s skills and experience and provide training and support to help them improve their communication skills.
Workload imbalance
- Identify the root cause of the poor communication (the reason behind the work imbalance)
- Gather input from team members (hold a team meeting)
- Assess workloads and responsibilities
- Develop a clear work plan - Monitor and evaluate progress (regularly monitor the effectiveness of the work plan and make changes as needed). - Capacity and capabilities: the work plan should be designed to meet the capacity and capabilities of the team members. Consider the team’s skills and experience and provide training and support to help them manage their workloads effectively.
- Health and safety legislation: the work plan should consider any health and safety legislation that may impact the team, such as the requirement to ensure that workloads do not pose a risk to the health and safety of team members. Task 1.b
Identify the key issues and challenges and consult with stakeholders to gather information and develop ideas for addressing the two problems.
BENCHMARKS
Work out exactly what the problems are, their causes and symptoms, the ability of the team to address problems, the complexity and the time available to resolve them.
Ask the team members and other state affected or involve stakeholders for input and develop a range of questions that will elicit information about the problems eg:
ask what, why, how, who, where, when
Work within the appropriate boundaries eg:
legislation
time constraints
costs/resources
critical thinking capabilities
input requirement
As a member of the cleaning service office team, I have observed several significant problems and difficulties that are affecting our productivity. Poor team member communication, which causes misunderstandings and discourages collaboration, is one of the main issues. In addition, it appears that the workload is uneven, with some team members having a larger load than others, which can cause burnout and lower job satisfaction. Reviewing the team members' feedback, evaluating the current work procedures, and identifying these critical problems are necessary before we can begin to address these challenges. In order to achieve a fair workload distribution, this might entail investigating remedies like clearly defining expectations, putting in place more efficient communication techniques, and adjusting task distribution.
I intend to consult with a variety of stakeholders, including team members affected by or involved in these issues, in order to gather information and develop ideas. I will be creating a series of investigations that will induce details about the issues we face, using the "what, why, how, who, where, when" method, in order to collect the most thorough and valuable information. What specific instances of poor communication have you witnessed within the team?
•
What do you think is causing these communication breakdowns?
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•
How does an imbalance in workload affect your job satisfaction and overall performance?
•
Who are the stakeholders most impacted by these issues?
•
In our communication and workload processes, where do you see the most room for improvement?
•
When do you believe the best time would be to put these solutions into action?
However, it is also critical for me to work within the appropriate boundaries, taking the following factors into account:
•
Legislation and regulations that may have an impact on our approach.
•
Time constraints and the need to effectively prioritize tasks.
•
The availability of resources as well as the potential costs of implementing solutions.
•
The requirement for input from all relevant stakeholders to ensure that their perspectives are taken into account and incorporated into the solution.
Dialogue with stakeholders:
Me:
Thank you all for being here today. I've received some feedback from stakeholders about workplace problems we're experiencing, particularly in our cleaning service teamwork. I'd like to discuss some of these issues with you all and get your input on potential solutions.
Stakeholder 1:
Sure, we're happy to help. What specific problems have been identified?
Me:
Well, there have been some communication breakdowns between team members, inconsistency in cleaning standards, and an imbalance in workload that's affecting productivity. What do you think is causing these communication breakdowns?
Stakeholder 2:
I think some team members may not feel comfortable speaking up when there's an issue, or they may not
feel heard when they do. There could also be a lack of clarity around roles and responsibilities.
Me:
That's a good point. And how does an imbalance in workload affect your job satisfaction and overall performance?
Stakeholder 3:
It can be frustrating to feel like you're always picking up the slack for someone else. It also affects morale when some team members feel like they're doing more work than others.
Me:
I see. And who are the stakeholders most impacted by these issues?
Stakeholder 4:
Well, our customers are certainly impacted if we're not delivering consistent and high-quality cleaning services. But the team members themselves are also impacted if they're not feeling supported or valued.
Me:
Absolutely. In our communication and workload processes, where do you see the most room for improvement?
Stakeholder 1:
I think we could benefit from more regular check-ins as a team to discuss any issues or concerns. And it would be helpful to have clear guidelines around workload distribution.
Stakeholder 3:
I agree. We also need to make sure everyone has the training they need to perform their tasks effectively.
Me:
Those are great suggestions. Lastly, when do you believe the best time would be to put these solutions into action?
Stakeholder 2:
I think sooner is better. We don't want these issues to continue affecting our team's performance and our customers' satisfaction.
Me:
That's a good point. I'll work on putting together a plan to address these issues and implement solutions as soon as possible. Thank you all for your input and collaboration on this.
Task 2.a
Incorporate creative thinking techniques into the critical thinking processes used to develop relevant questions and procedures for resolving the two problems.
BENCHMARKS
Work with the team and:
consider the problems from a range of different perspectives
collate the information collected and analyse it
generate ideas and options for resolution by using creative and critical thinking techniques eg:
o
brainstorming
o
mind maps
o
the Delphi method
o
CICEN techniques
To develop the questions and procedures for resolving poor communication and workload imbalance, we used mind maps. This method is very useful for organizing information, breaking down problems, and helping to solve the root of the problem. First and foremost, I needed to consider the problem from a range of different perspectives (Teamwork). By doing this, I could gain a more comprehensive understanding of the problems, identify potential solutions that may have been overlooked, and develop a more effective approach to resolving the issues. To consider the problem from a range of
different perspectives. I invited my teamwork to a team meeting. We did brainstorm our ideas together in the mind map to break down the workplace problem.
Task 2.b
Generate and present the solutions and relevant information to stakeholders and respond to any questions or challenges.
BENCHMARKS
From the suggested options and ideas evaluate and select the appropriate techniques for resolving the problems. Present them to the stakeholders either verbally or in the form of written reports and proposals.
Respond to questions by providing information about:
the problems and how they were identified
the critical thinking process
options that were considered
the merit and benefits of the selected solutions
the ways in which the solutions will affect the relevant stakeholders
Dialogue with stakeholders:
Stakeholder:
What are the specific issues or concerns with workload distribution? Me:
We identified that workload distribution has been uneven, leading to some team members feeling overworked and others feeling underutilized. This can lead to decreased job satisfaction and performance.
Stakeholder:
Are team members clear on their roles and responsibilities? Me:
We identified that there may be some confusion among team members regarding their specific roles and responsibilities, which can lead to inefficient workload distribution and communication breakdowns.
Stakeholder:
How can we ensure effective leadership and oversight to address workload distribution problems? Me:
We suggest assigning a team leader or supervisor to oversee workload distribution and ensure tasks are being completed to standard. We also recommend regular check-ins to discuss workload distribution and address any issues or concerns.
Stakeholder:
What are the specific issues or concerns with communication? Me:
We identified that there have been breakdowns in communication, which can lead to inefficient workload distribution and inconsistent cleaning standards.
Stakeholder
: Are team members comfortable speaking up and voicing their concerns about communication breakdowns?
Me:
We want to create a culture of open communication and feedback, where team members feel comfortable sharing their concerns and ideas. We suggest holding team meetings to discuss communication issues and encouraging team members to share their concerns.
Stakeholder:
Are team members receiving the training and support they need to communicate effectively? Me:
We suggest providing training on effective communication strategies and techniques. We also recommend holding team meetings to discuss communication protocols and ensuring that team members are clear on how to communicate effectively.
Stakeholder:
What options were considered? Me:
We considered several options, including developing clear guidelines for workload distribution and communication protocols, providing training to team members, and establishing a buddy system to support workload distribution. Additionally, we considered implementing communication and task management software and providing incentives for teamwork and support.
Stakeholder:
What merit and benefits are there to the selected solutions? Me:
The selected solutions will promote efficient workload distribution, open communication, and effective leadership and oversight. This will lead to increased job satisfaction and performance, improved cleaning standards, and better customer service. Additionally, the establishment of clear guidelines and protocols will ensure consistent communication and workload distribution.
Stakeholder:
How will the solutions affect the relevant stakeholders? Me:
The solutions will positively affect all stakeholders involved in the cleaning service teamwork, including team members, team leaders or supervisors, and customers. Team members will have clearer roles and responsibilities, efficient workload distribution, and improved communication strategies. Team leaders or supervisors will have effective oversight and communication, which will lead to better cleaning standards and customer service. Customers will experience consistent and high-quality cleaning services.
Task 3
Gather and assess qualitative and quantitative feedback for each of the problem solutions and use it to identify key personal and team learnings.
BENCHMARKS
Use feedback about:
whether the problems were properly assessed
what could have been done better
whether the teamwork was within appropriate boundaries and the scope of the roles
whether objective and suitable critical thinking procedures followed
Use feedback to:
help identify what could be done better in the future
to assist individuals and team members with the development of critical thinking skills
Here some qualitative and quantitative feedback for each of the problem solution that I get from the email:
Problem
: Poor communication
Solution:
Hold team meetings to discuss communication issues and concerns.
Qualitative feedback:
"I really appreciate that we have a regular forum to discuss communication issues and concerns."
"I feel more comfortable speaking up and sharing my concerns since we started holding these meetings."
"It's helpful to hear from other team members about how they approach communication and to learn new strategies."
Quantitative feedback:
Increased frequency of team members reporting communication issues and concerns.
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Improved communication metrics, such as increased response time to messages or decreased miscommunication.
Key personal and team learnings:
Regular check-ins and open communication forums can help identify and address communication issues and concerns.
Encouraging team members to speak up and share their concerns can lead to a more open and collaborative work environment.
Providing training and resources on effective communication strategies can improve overall communication among team members.
Problem:
Workload imbalance
Solution:
Develop clear guidelines for workload distribution and communicate them to the team.
Qualitative feedback:
"Having clear guidelines has helped me understand my role and responsibilities better."
"I appreciate that workload is being distributed more evenly now."
"It's helpful to have a reference to turn to when workload distribution seems uneven."
Quantitative feedback:
Decreased frequency of team members reporting feeling overworked or underutilized.
Improved workload distribution metrics, such as increased completion time or decreased error rates.
Key personal and team learnings:
Clear guidelines and protocols can improve overall workload distribution and help team members understand their
roles and responsibilities.
Regular performance evaluations can help identify and address any issues related to workload distribution.
Encouraging teamwork and support among team members can promote a more positive and collaborative work environment.