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  • Subject Name : Management

Measuring and Managing Individual Productivity

Q1. Why is it important to identify the relevant groups and individuals, consult with them about the work to be allocated, the resources available and to confirm the performance standards, Code of Conduct and work outputs for the task.

Ans1. It is important to do so because it serves the following five functions:

  • States productivity and direct behavior: The measurement system clearly states the productivity required for the operation. The measurement of productivity aligns the efforts of workers in one common direction towards productivity.
  • Monitors performance and provides necessary feedback: It helps check the success or failure in regard to an objective of the task.
  • Troubleshoot problems: This way steps can be taken to prevent the problem from transforming into crisis, and if it does, corrective action can be taken.
  • Helps in planning and control: Productivity measurement provides relevant data like costs, output rate, resource utilization, etc. and facilitates decision making for production, purchasing.
  • Supports innovation: Productivity analysis helps finding out innovation that can be made to existing products and new products which can be introduced (Nap.edu, 2020)

Q2. What is the procedure to develop work plans that are in accordance with the operational plans?

Ans 2. A 5-step procedure must be used to develop the operational plans as per work:

  1. Start with strategic plan: It is important to have a powerful strategy in place and to make sure that everyone follows it.
  2. Gather focus on key important goals: a plan which states the most important company goals along with steps to achieve them will lay down the foundation to achieve objectives.
  3. Make use of leading indicators: the key performance indicators play a crucial role here and must be chosen after due consideration as these will spell out the future expectations.
  4. Don’t state your KPI’s in a hurry: These indicators will guide all the operations and activities for workforce. Hence, taking in perspectives of different people while drafting them becomes necessary.
  5. Communicate: Take out time to communicate to the workforce, why you have chosen the metrics, why they are important, how you will achieve organizational goals, etc. (Bigskyassociates.com, 2020).

Q3. As a manager, how can you allocate the work in a way that is efficient, cost effective and outcome focused. Explain the different ways to record the work allocation.

Ans 3. 5 ways to allocate work across the team:

  1. Prioritize: If a work is top priority and workforce is available to complete it, they must be assigned the same. Priority has to the first consideration for proper distribution of work.
  2. Skills: allocate work to people according to their specialization and skills. This way you can ensure to get good results and high customer satisfaction.
  3. Availability: priority and skills aside, who is available to complete the task? A person must not allocate resources from one to another task when new resources are available for new ones.
  4. Development: think of a work as a development opportunity for the person you assign it to. Provide them new and complex tasks which gets them to learn and develop new skills.
  5. Interest: allocate work as per the interest of the employee, as they would be excited to do it and will do it passionately which will reap fruitful results (thoughleadersllc.com, 2014).

Q4. How can you consult with relevant staff prior to the commencement of the work to develop and agree on performance indicators? What are the ways to record the agreed performance indicators?

Ans 4. You can define and state the key performance indicators by setting and measuring individual targets for particular employees and departments in consultation with them through a meeting where everyone’s perspectives are taken into account. Performance management KPIs must:

  • Be based on overall business goals and objectives
  • Take into account and measure areas of work which will impact business success
  • Highlight areas which require corrective actions

KPIs must help you set goals for business and achieve them accordingly. Examine and record results to track and compare performance. Regularly revising and reviewing KPIs will keep them in line with changing business environment and processes (Business.vic.gov.au, 2019).

Q5. What is meant by risk analysis? How can it be conducted for the task, in accordance with the organizational risk management plan and legal requirements, to identify and control the task risks. Document the risk analysis, including controls implemented.

Ans5. Risk Analysis is a process which helps a business find out hindrances or problems which may be caused to the business projects and helps to resolve them. To start on with risk analysis one must identify the threats to business by searching for financial data, market forecasts and project plans.

Firstly, the threats existing and possible must be identified from various sources such as human resources, financial data, natural and political environment, structure of the project, etc.

Upon finding out the threats you need to analyze the risks it may pose in future or the uncertain future it might bring. Risk value = Probability of event x cost of event (mindtools.com, 2020)

Q6. Design the performance management and review processes that are to be used to ensure consistency with organizational objectives and policies.

Ans6. The following practices put forth performance management and review:

  • Identify goals and objectives for performance management
  • Define and describe roles and responsibilities
  • Setup goals as per the performance plan
  • Review progress towards performance targets
  • Conduct coaching often
  • Take advantage of guidelines
  • Build and develop a culture in line with the performance
  • Organize workshops and meetings
  • Actionable Feedback to be offered by management
  • Maintain professionalism
  • Train management along with employees
  • Use feedback from multiple sources to your benefit
  • Do not rely entirely on reviews
  • Identify external problems and try to fix them
  • Appreciate hard work and reward performance (Valamis.com, 2020)

Q7. Describe the methods to train the participants in the performance management and review process.

Ans7. Following methods can be used to train participants in performance management:

  1. Organize meetings regularly: Once the objectives and goals of performance have been set, next step is to conduct regular meetings quarterly or even monthly to ensure that efforts are going in the right direction to achieve them.
  2. Provide training, skills and other necessary learning: Training and learning must be provided to all participants, employees as well as managers, to help carry out activities smoothly.
  3. Get regular feedback from each side: Management must actively seek and provide feedback to and from employees on a regular basis to follow up and delete stagnancy in communication.
  4. Review and revise objectives: Revisit and review objectives. Find out if modifications are needed in goals to align them with career development opportunities of workforce. Reward employees for work (Valamis.com, 2020)

Q8. List the steps to conduct performance management, in accordance with the organizational protocols and time lines.

Ans8. These are:

  • Performance management in general work system: this involves defining the purpose of project, roles and responsibilities of employees. These are parameters against which evaluation of results will be done. Maintain track of reports and results, provide coaching and training.
  • Develop performance management meeting for planning: Schedule PDP and assign pre-task to participants to come up with plans. The staff must review and measure performance, gather data and feedback when possible.
  • Meet and discuss progress: Meeting should discuss the positive outcomes of work, find out new challenges posed, suggest ways to overcome them and provide feedback.
  • Follow up: maintain proper follow up of the meetings, see what has changed, act accordingly (The balance Careers.com, 2019).

Q9. Explain the strategies to monitor and evaluate performance in the organization on a continuous basis. How is such performance evaluation generally recorded?

Ans 9. Some methods for employee performance evaluation:

  1. Peer Review: It consists of taking anonymous reviews and feedbacks from colleagues, team members and peers about each employee on specific aspects of work.
  2. Quantitative evaluation: This involves comparing employee’s performance against industry standards like cost and time benchmarks, return on investment, productivity measure and market share.
  3. Qualitative evaluation: Find out the workers’ ability to communicate, team work, work habits, challenges they are facing and descriptive knowledge of their behavior at work.
  4. 360 feedback: In this method, all employees, managers, peers, clients, etc. provide ratings to employees providing 360-degree evaluation of his/her performance (Assessteam.com, 2016).

This may be recorded by maintenance of employee records in company register of human resources.

Q10. On a regular basis, how can you provide informal feedback to staff?

Ans 10. ways for providing timely feedback to employees:

  • Be specific and focus on the problems: Clearly convey to the employee the problems at work and be to the point.
  • Blame the situation, not the person: Constructive feedback is blaming the situation and not the person in it. Discuss the problem faced and try to resolve it instead of pointing out on worker’s personality.
  • Praise the work: Appreciate employees’ efforts in work, but also convey the areas of improvement regularly to keep the employees informed.
  • Be direct and talk in person: Don’t chat or email to employees the feedback, it can lead to misunderstanding. Talk in person and talk direct.
  • Manage your emotions accordingly: if feedback is positive happily appreciate, if negative, don’t get angry, state the problem effectively (Seek employer, 2019).

Q11. Where there is poor performance, how can you advise people and take necessary actions. Also, explain the ways to record any poor performance, and actions taken.

Ans 11. Steps to address poor employee performance:

  1. Identification of problem: finding out the problem at hand will be the first step to finding out the reason behind poor performance.
  2. Evaluate and analyze it: Check how serious the problem is, find out how it happened, bridge the gap between actual and expected results.
  3. Meet and discuss: Convey to the employee in person about the problem, clarify his doubts, suggest measures for improvement.
  4. Come up with solutions jointly: Clarify the role, state the organizational strategies, brainstorm ideas with the employee to offer constructive solutions.
  5. Keep track of performance: After giving feedback, follow up on employee implementing it to work (Fair work Ombudsman, 2020). These may be recorded in employee’s profile.

Q12. As a manager, how will you provide on-the-job coaching to improve performance and to confirm excellence in performance. Also, explain the procedures to record all on-the-job coaching provided.

Ans 12. Ways in which on the job training/coaching can be provided to improve performance:

  • Provide, regular constant feedback
  • Team feedback should be made a part of culture
  • Empower employees to utilize full potential
  • Open up to staff ideas
  • Encourage learning from each other
  • Take employee opinion into account
  • Enhance their confidence
  • Don’t do their work yourself
  • Handle occasional failure
  • Recognize and appreciate employee efforts
  • Make a goals roadmap for defining targets
  • Assist and be there for them (Quantum workplace, 2019). This can be recorded through maintaining employee coaching details.

Q13. How will you ensure that the performance outcomes are accurately documented in accordance with the organizational performance management system?

Ans 13. Following steps must be taken to ensure proper documentation of performance outcomes:

  1. Be consistent in formatting: a well prepared, documented and consistent performance review report will help ensure proper performance results.
  2. Record essential data: name, department, work, status, profile of the employee must be recorded.
  3. Setup performance goal rating mechanism: example, go from 1 to 5 scale rating with 1 being the outstanding and 5 unsatisfactory, assign t to each employee.
  4. State skills and attributes of workforce: list down qualitative attributes like attention to detail, team spirit, confidence, communication skills like things for each worker.
  5. Position description: review staff’s position and describe it thoroughly, mention changes if needed.
  6. Objectives for development: state each employee’s growth and development objectives.
  7. Rating on overall performance: ask employee to rate himself, then rate him yourself.
  8. Self-attest: get the report signed by you and employee for evidence (Child HR, 2020).

Q14. What is the significance of conducting formal structured feedback sessions in accordance with organizational policy?

Ans 14. Formal feedback is important because:

  • It brings in change and improves performance
  • Helps everyone in the organization stay updated and aligned to organizational goals.
  • Company culture is reinforced
  • Helps decrease workplace stress
  • Builds employee morale and confidence (Mentimeter.com, 2019).

References for Manage People Performance

edu. (2020). Measuring and Managing individual productivity. Retrieved from https://www.nap.edu/read/2135/chapter/6

com. (2020). Developing an Operations plan: 5 components. Retrieved from https://www.bigskyassociates.com/blog/developing-an-operations-plan-5-key-elements

com. (2014). 5 keys to successfully allocate work across your team. Retrieved from https://www.thoughtleadersllc.com/2014/09/5-keys-to-successfully-allocating-work-across-your-team/

vic.gov.au. (2019). Review staff performance. Retrieved from https://www.business.vic.gov.au/hiring-and-managing-staff/staff-management/review-staff-performance

com. (2020). Risk Analysis and Risk Management. Retrieved from https://www.mindtools.com/pages/article/newTMC_07.htm

com. (2020). Performance Management. Retrieved from https://www.valamis.com/hub/performance-management

The balance Careers. (2019). Performance management process checklist. Retrieved from https://www.thebalancecareers.com/performance-management-process-checklist-1918852

com. (2016). Top methods and techniques for evaluating employee performance. Retrieved from https://www.assessteam.com/top-methods-and-techniques-for-evaluating-employee-performance/

Seek employer. (2019). 7 ways to give valuable and constructive feedback to staff. Retrieved from https://www.seek.com.au/employer/hiring-advice/7-ways-give-valuable-constructive-feedback-staff

Fair work ombudsman. (2020). Managing underperformance. Retrieved from https://www.fairwork.gov.au/how-we-will-help/templates-and-guides/best-practice-guides/managing-underperformance

Quantum workplace. (2019). Coaching to engage. 12 rules to effective, ongoing coaching. Retrieved from https://www.quantumworkplace.com/future-of-work/12-rules-for-effective-employee-coaching

Child HR. (2020). Performance management and importance of documentation. Retrieved from https://www.childhr.org.au/performance-management-importance-documentation/

com. (2019). Benefits of having weekly feedback sessions. Retrieved from https://www.mentimeter.com/blog/great-leadership/benefits-of-having-weekly-feedback-sessions

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