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WEB DEVELOPMENT NC III
Basic Competency UOC2. Lead Small Teams LO1. Provide team leadership
Information Sheet 2.1-1 - Facilitation of Team work
Team facilitation is a skill that involves helping a group of people work together effectively and efficiently towards a common goal. It requires not only strong communication, listening, and problem-solving skills, but also an understanding of the key roles and responsibilities involved in team coordination.
Facilitation techniques for effective teamwork
To facilitate effective teamwork, there are various techniques and strategies that facilitators can employ. Here are some key techniques to consider:
1. Active listening As a facilitator, you should make sure that all team members actively listen to each other. That is, by providing speaking time to each individual, demonstrating genuine interest and empathy. This helps build rapport and ensures that everyone's contributions are acknowledged and valued.
Imagine you're in a team meeting discussing a new project. Instead of just hearing what your colleagues say, you're fully engaged, maintaining eye contact, nodding in agreement, and asking questions to dive deeper into their thoughts. You're not just hearing words; you're showing genuine interest and empathy.
2. Creating a safe space
Creating a safe space at work is like setting up a cozy living room for your team discussions. It is a safe and inclusive environment where team members feel comfortable expressing their thoughts and ideas. So, you start by setting some ground rules - things like 'respect each other's opinions' and 'no idea is a bad idea.' This creates a sense of security, encourages open dialogue, making it clear that it's okay to speak your mind without fear of judgment.
3. Asking powerful questions
Instead of just asking the usual 'how' and 'what' questions, a facilitator would dive into the deep end with thought-provoking ones. For instance, you might ask the team, 'What if we approached this problem from a completely different angle?' or 'What assumptions are we making that we haven't questioned yet?' These questions are like a mental treasure hunt. They make everyone pause and reflect, challenging our usual way of thinking. This way, you can uncover underlying assumptions, challenge existing beliefs, and stimulate new insights and ideas. 4. Managing time and agenda Your job, as a facilitator, is to make sure meetings or exchanges don't turn into a marathon or a wild goose chase. To achieve that, you set a clear agenda, keep an eye on the clock, making sure things stay on track. If discussions start drifting off course, you gently nudge them back. It's all about creating a rhythm in the meeting, ensuring it's well-structured, time-bound, and focused. This way, you make the most of everyone's time and energy.
5. Visual facilitation Visual aids such as charts, diagrams, and mind maps can enhance understanding and promote active engagement. If you are leading a team meeting, and you want everyone to be fully engaged and grasp complex ideas easily.
As the facilitator, you use these visual tools to capture and organize ideas, kind of like creating a roadmap for the discussion. When someone shares a concept, you sketch it out on the whiteboard or display a chart on the screen. This not only makes ideas clearer but also discussions more dynamic, interactive, and easier to understand.
Information Sheet 2.1-2 - Company policies and procedures relating to
work performance
Work performance is the process of carrying out or accomplishing an action, task, or
function without any hassle. The employees can fulfill their job responsibilities with ease and achieve the organizational goal in time.
Productivity is defined as the amount of work your employee did on a particular day, irrespective of the quality. However, performance is something that you need to work on day in and day out to get the best result and, at the same time, make room for improvement. Metrics are vital for assessing and improving work performance. Consider incorporating the following metrics:
Key Performance Indicators (KPIs): Identify the specific KPIs relevant to roles and projects within the organization. Some of the examples include sales targets, project completion rates, and customer satisfaction scores. With these metrics, you can assess the overall performance of the employees and make changes accordingly.
Quality and Accuracy: Another way is to measure the accuracy and quality of work output. This could involve error rates, customer complaints, or the number of revisions needed. These will help you rectify any shortcomings and create a smoother workflow within the organization.
Productivity Rates: Assess the amount of work completed within a set
timeframe. It could be tasks completed per hour, lines of code written, or projects finished. Better productivity rates will mean an engaged workforce with higher performance rates.
Employee Engagement: Utilize surveys and feedback to gauge employee
engagement and job satisfaction, which can indicate overall performance. Set a standard for your organization that will give you a clear picture of your workplace stands. If it is above that standard, then you work on bolstering your strategies. However, if it does not, you must re-assess the workflow and make changes accordingly. Absenteeism and Punctuality: Monitor attendance and punctuality as they can reflect an employee's commitment and dedication to their role. A higher absenteeism rate will indicate that there is a major flow in the work culture. Re- evaluate the things that are not in your organization's favor and strategize well for better efficiency.
Feedback is a powerful tool for improving performance and should be continuous.
Here are a few things you need to keep in mind while providing feedback:
Regular Feedback: Ensure that your culture allows a regular feedback system from supervisors and peers. Constructive feedback helps employees understand their strengths and areas for improvement in the long run.
Timely and Specific Feedback: Feedback should be specific and timely.
Employees should not be confused about their feedback. Ensure that it is also not vague and given promptly within a specified time. This will make it more effective and impactful for the employees.
Goal-Oriented Feedback: Another key thing about feedback is that it should
align with the goals and objectives. This helps in reinforcing the desired behavior and performance. In the long run, it generates the necessary productivity and improves the performance of the workforce.
Information Sheet 2.1-3 - Performance standards and expectations
A performance standard is a management-approved expression of the performance
threshold(s), requirement(s), or expectation(s) that must be met to be appraised at a particular level of performance. A Fully Successful (or equivalent) standard must be established for each critical element and included in the employee performance plan. If other levels of performance are used by the appraisal program, writing standards for those levels and including tem in the performance plan is not required by is encouraged so that employees will know what they have to do to meet standards higher than Fully Successful.
General Measures Performance standards should be objective, measurable, realistic, and stated clearly in writing (or otherwise recorded). The standards should be written in terms of specific measures that will be used to appraise performance. In order to develop specific measurers, you first must determine the general measure(s) that are important for each element. General measurers used to measure employee performance include the following:
Quality addresses how well the work is performed and/or how accurate or how effective the final product is. Quality refers to accuracy, appearance, usefulness, or effectiveness. Quantity addresses how much work is produced. A quantity measure can be expressed as an error rate, such as number or percentage of errors allowable per unit of work, or as a general result to be achieved. When a quality or quantity standard is set, the Fully Successful standard should be high enough to be challenging but not so high that it is not really achievable. Timeliness addresses how quickly, when or by what date the work is produced. The most common error made in setting timeliness standards is to allow no margin for error. As with other standards, timeliness standards should be set realistically in view of other performance requirements and needs of the organization. Cost-Effectiveness addresses dollar savings to the Government or working within a budget. Standards that address cost-effectiveness should be based on specific resource levels (money, personnel, or time) that generally can be documented and measured in agencies' annual fiscal year budgets. Cost- effectiveness standards may include such aspects of performance as maintaining or reducing unit costs, reducing the time it takes to produce a product or service, or reducing waste.
For each element, decide which of these general measurers are important to the performance of the element by asking the following questions:
Is quality important? Does the stakeholder or customer care how well the work is done? Is quantity important? Does the stakeholder or customer care how many are produced? Is it important that the element be accomplished by a certain time or date? Is it important that the element be done within certain cost limits?
Information Sheet 2.1-4 - Monitoring individual’s and team’s performance
vis a vis client’s and group’s expectations
Monitor and Improve Team Performance
1. Set Relevant Goals Research shows that teams who set goals can experience 20 to 25 percent improved work performance. Meet with each team member and establish relevant individual, departmental, or team-wide goals.
Goals should follow the SMART framework:
Specific (What needs to be accomplished?) Measurable (What metrics will you monitor to ensure the specific goal is completed?) Aligned (Is the goal aligned with business/team/individual objectives?) Realistic (Is the goal doable?) Timely (Can the goal be achieved within the desired timeframe?)
2. Establish Relevant Milestones
Milestones are smaller sub goals that Show progress or growth. Help team members get closer to accomplishing their goals. Help individuals stay committed to their goals. Assist your team in setting relevant milestones by breaking up an objective into smaller steps.
3. Track Key Performance Indicators
Making data-driven decisions is essential to business success. Key performance indicators (KPIs) are the linchpin to making that a reality. Below are a few examples of key performance metrics to consider tracking. Keep in mind that KPIs vary across teams depending on the objectives they are striving to achieve. Therefore, be sure the metrics you establish complement the needs of your staff. Quality of work: How consistent is quality across team members? Qualitative feedback from customers and peers via 360-degree feedback will help you attain this data. For example, you can request that customers provide a numerical satisfaction score (e.g., “On a scale of 1–10, how likely are you to promote this product?”). You can also track the percentage of projects managers reject to assess the quality of work. Productivity: This signifies an employee’s output in a given period of time. Measuring this in relation to quality may be helpful, as quality and quantity often go hand in hand. Depending on the nature of your team’s work, you can measure the percentage of tasks completed on time versus tasks finished late. Goals achieved: What percentage of goals did a team member achieve? What percentage of goals did they fail to achieve? Evaluating these numbers can initiate necessary discussions to help staff members find practical solutions to enhancing their performance. 4. Leverage a Monitoring Software Leverage technology to automate tasks and acquire accurate data on your team’s performance. Using reliable software can remove the guesswork and ensure that your team members are progressing.
5. Check In Regularly with Team Members
85 percent of individuals believe trust is key to building a high-performing team, so feedback is crucial to making the right improvements and building team trust. Successful monitoring of performance entails Conducting regular one-on-one meetings. Meet with each team member every week to discuss pain points, concerns, and/or wins. What is and isn’t working when it comes to achieving their milestones and goals? What could be improved when it comes to the way team performance is being monitored and measured? Conducting regular team meetings. This allows everyone the opportunity to discuss goals and identify ways to do things better collectively. It also allows for solving any challenges the team faces. That way, everyone can get back on track and focus on achieving their goals.
6. Recognize and Reward
Motivating team members via recognition and reward is vital in helping them achieve their performance goals. Recognize and reward team members as you’re monitoring their performance by using the methods below: Regularly express appreciation for their contributions and hard work. This can be done in a public setting (e.g., company meetings) or privately (e.g., one- on-one meetings or handwritten cards). You can reach out to your team members and ask what type of recognition they’d prefer. Share praise from clients/customers. This is a great way to show individuals their efforts and outcomes are making impactful contributions. Offer rewards that workforce members prefer. For example, one survey indicated that 44 percent of team members prefer gift cards, while 41 percent prefer being rewarded with a paid trip.
1. It's all about creating a rhythm in the meeting, ensuring it's well-structured, time-bound, and focused. This way, you make the most of everyone's time and energy. a. Active listening b. Creating a safe space c. Asking powerful questions d. Managing time and agenda
2. This could involve error rates, customer complaints, or the number of revisions needed. a. Key Performance Indicators (KPIs) b. Quality and Accuracy c. Productivity Rates d. Employee Engagement
3. It addresses dollar savings to the Government or working within a budget.
a. Quality b. Quantity c. Timeliness d. Cost-Effectiveness
4. It addresses how well the work is performed and/or how accurate or how effective the final product is. a. Quality b. Quantity c. Timeliness d. Cost-Effectiveness
5. It addresses how quickly, when or by what date the work is produced.
a. Quality b. Quantity c. Timeliness d. Cost-Effectiveness
