Every work role usually comes along with its job description and person specification and this will help you to identify the job requirements. A job description is a written record of the duties and responsibilities associated with the particular job. Job description serves a dual purpose, 1.Making it easier to match the right person to the right job, and 2.Informing all employees what their jobs entail. ◦A general description of the job ◦The duties to be performed ◦The job responsibilities ◦Specific skills needed ◦Education and experience required Once everything is put down on paper, the employer is ready to start looking for the person who fits the description. Job analysis is a process in which employers identify and determine the particular job duties and requirements and the relative importance of these duties for a given job. During job analysis, the following leading questions should be asked as a guide by anyone who hires, be it the business owner, the manager or supervisor: ◦ What work has to be accomplished? ◦ Will additional help be needed to do it? ◦ How many people are needed? ◦ Would part-time help be sufficient? ◦ What are the skills being looked for? ◦ How much experience is required? ◦ How much payment will entail? Business Environment A business organization cannot exist in a vacuum. It needs ◦ living persons, ◦ Natural resources ◦ Places and ◦ Things to exist. The sum of all these factors and forces is called the business environment. Therefore, Business Environment may be defined as a set of conditions Social, Legal, Economical, Political or Institutional that are uncontrollable in nature and affects the functioning of an organization. 1. Business environment is compound in nature. 2. Business environment is constantly in a changing process. 3. Business environment is different for different business units. 4. It has both long term and short term impact. 5. Unlimited influence of external environment factors. 6. It is very uncertain. 7. Inter-related components. 8. It includes both internal and external environment. (I ) internal environment (ii) external environment (I ) Internal Environment: It includes 5 Ms i.e. man, material, money, machinery and management, usually within the control of business. Business can make changes in these factors according to the change in the functioning of enterprise. (ii) External Environment: Those factors which are beyond the control of business enterprise are included in external environment. These factors are: Government and Legal factors, Geo-Physical Factors, Political Factors, Socio-Cultural Factors, Demo-Graphical factors etc. External Environment is of two types: 1. Macro/General Environment 2. Micro/Operating Environment 3. Micro/Operating Environment This is the environment which is close to the business and affects its capacity to work. It consists of Suppliers, Customers, Market Intermediaries, Competitors and Public. 4. Action Plan Action Plan is a sequence of steps that must be taken, or activities that must be performed well, for a strategy to succeed An action plan has three major elements (1) Specific tasks: what will be done and by whom. (2) Time horizon: when will it be done? (3) Resource allocation: what specific funds are available for specific activities? Each action step or change to be sought should include the following information: ◦ What actions or changes will occur ◦ Who will carry out these changes ◦ By when they will take place, and for how long ◦ What resources (i.e., money, staff) are needed to carry out these changes What are the criteria for a good Action Plan? The action plan for your initiative should meet several criteria. The most important of these are To lend credibility to your organization. An action plan shows members of the community (including grant makers) that your organization is well ordered and dedicated to getting things done. Goal is defined as "The end toward which effort is directed." ◦ Keep in mind that goals: ◦ Provide direction and guidance ◦ State desired results, intentions, or desires ◦ Are prioritized to reflect relative importance ◦ Are used as a basis for establishing objectives Example of a Goal “to create a safer work environment on the farm.” The biggest difference between goals and objectives is that goals are not as concrete. Goals imply a purpose or a direction, unlike objectives, which must be measurable. Often to achieve a goal will require several specific objectives to be met. One of the main differences between those who realize their goals and those who don't seems to be the implementation of realistic timeframes. No matter what type of goal you pursue, setting a realistic timeline can help you realize your goal Setting a realistic timeline can be an excellent way : ◦to spur you to activity, to keep you on track, ◦to help you avoid pitfalls, and ultimately, ◦to achieve your goals with as little difficulty and sacrifice as possible 1. Create an Outline 2. Set Realistic Deadlines 3. Start on Time 4. Set Reminders 5. Start with the most time-consuming Performance measures quantitatively tell us something important about our products, services, and the processes that produce them. They are a tool to help us understand, manage, and improve what our organizations do. Performance measures let us know: How well we are doing If we are meeting our goals If our customers are satisfied If and where improvements are necessary If our processes are in statistical control They provide us with the information necessary to make intelligent decisions about what we do. A performance measure is composed of a number and a unit of measure. The number gives us a magnitude (how much) and the unit gives the number a meaning (what). Performance measures are always tied to a goal or an objective (the target). Most performance measures can be grouped into one of the following six general categories. 1.Effectiveness 2.Efficiency 3.Quality 4.Timeliness 5.Productivity 6.Safety ◦ Reflects the customer's needs as well as our own ◦ May be interpreted uniformly ◦ Provides an agreed upon basis for decision making ◦ Is compatible with existing sensors (a way to measure it exists) ◦ Is understandable ◦ Is precise in interpreting the results ◦ Applies broadly ◦ Is economical to apply Steps in Conducting Meeting 1. Identify Goals and Objectives for the Meeting 2. Determine the Appropriate Participants 3. Develop An Agenda 4. Review the Agenda and Ground Rules 5. Allow Sufficient Time to Facilitate the Work 6. Produce and Distribute a Meeting Summary 7. Evaluate the Meeting Group is defined as two or more freely interacting individuals who share collective norms and goals and have a common identity. The size of a group is thus limited by the possibilities of mutual interaction and mutual awareness. If the group is formed by a manager to help the organization accomplish its goals, then it qualifies as a formal group. An informal group exists when the members’ overriding purpose of getting together is friendship or common interest. Team is a small number of people with complementary skills who are committed to a common purpose, performance goals, and approach for which they hold themselves mutually accountable. The two major types of Teams are 1. Self managed team 2. Virtual team 1. Self managed team are groups of workers who are given administrative responsibility for various activities normally performed by managers—such as planning, scheduling, monitoring, and staffing. Self managed teams are typically cross functional, meaning they are staffed with a mix of specialists from different areas. Self- managed teams vary widely in the autonomy or freedom they enjoy. 2.Virtual team is a physically dispersed task group that conducts its business through modern information technology such as the Internet. Conflict ◦ A battle, contest or opposing forces existing between primitive desires and moral, religious or ethical ideas (Webster’s Dictionary) ◦ A state of incompatibility of ideas between two or more parties or individuals Conflict management is the practice of identifying and handling conflict in a sensible, fair and efficient manner. General Causes of Conflicts ◦ Poorly defined goals ◦ Divergent personal values ◦ Lack of cooperation/trust ◦ Competition of scarce resources ◦ Unclear roles/lack of job description Effects of Conflict in Organizations ◦ Stress ◦ Absenteeism ◦ Staff turnover ◦ De-motivation ◦ Non-productivity ◦ Frequent meeting of your team ◦ Allow your team to express openly ◦ Sharing objectives ◦ Having a clear and detailed job description ◦ Distributing task fairly ◦ Never criticize team members publicly ◦ Always be fair and just with your team ◦ Being a role model Conflict is unavoidable because of ◦ Complexity of organizational relationship ◦ Interaction among workers ◦ Dependence of workers on one another Conflict is a healthy sign not a negative process Conflict reflects dynamics Healthy responses to conflict: ◦ The capacity to recognize and respond to the things that matter to the other person ◦ Calm, non-defensive, and respectful reactions ◦ A readiness to forgive and forget, and to move past the conflict without holding resentments or anger Unhealthy responses to conflict: ◦ An inability to recognize and respond to the things that matter to the other person ◦ Explosive, angry, hurtful, and resentful reactions ◦ The withdrawal of love, resulting in rejection, isolation, shaming, and fear of abandonment ◦ An inability to compromise or see the other person’s side ◦ The fear and avoidance of conflict; the expectation of bad outcomes ◦ The ability to seek compromise and avoid punishing ◦ A belief that facing conflict head on is the best thing for both sides Problem is the gap between the current situation and a desired situation. Problem solving is an ongoing process that is an integral part of everyday life either at home or at work. A problem must first be felt, understood, and alternative choices created before effective groups can consider its solution, implement the decision, and evaluate how well the solution is working. Monitoring is the systematic and routine collection of information from projects and programmes for four main purposes: 1. To learn from experiences to improve practices and activities in the future; 2. To have internal and external accountability of the resources used and the results obtained; 3. To take informed decisions on the future of the initiative; 4. To promote empowerment of beneficiaries of the initiative. Monitoring is a periodically recurring task already beginning in the planning stage of a project or programmed. Monitoring allows results, processes and experiences to be documented and used as a basis to steer decision- making and learning processes. Monitoring is checking progress against plans. The data acquired through monitoring is used for evaluation. Information Management System (IMS) is a general term for software designed to facilitate the storage, organization and retrieval of information. Operation Management Operation Management is concerned with creating the services and products upon which we all depend. And all organizations produce some mixture of services and products, whether that organization is large or small, manufacturing or service, for profit or not for profit, public or private. Resource Management Resource Management is the process of using a company’s resources in the most efficient way possible. These resources can include tangible resources such as goods and equipment, financial resources, and labor resources such as employees. Resource management can include ideas such as making sure one has enough physical resources for one's business, but not an overabundance so that products won't get used, or making sure that people are assigned to tasks that will keep them busy and not have too much downtime. Work Habits We humans are creatures of habit, therefore to develop good habits should be simple - right! Well, not always. 7 Seven Simple Steps to Develop Good Habits ◦ Identify the habit. ◦ Make the decision, and then the commitment to change ◦ Discover your triggers and obstacles ◦ Devise a plan ◦ Employ visualization and affirmations ◦ Enlist support from family and friends ◦ Find healthy ways to reward yourself 1. Punctuality 2. Professionalism 3. Positive Attitude 4. Individuality 5. Diligence 6. Time Management 7. Organization 8. Energy 9. Communication 10. Creativity Prioritize your work by urgency of the task ◦ Needs to be done now ◦ Should have been done yesterday ◦ Should be done today ◦ Can wait until tomorrow ◦ Can wait until time permits After prioritizing your work by urgency, it should then be prioritized by the date it was received. The term Time Management is a misnomer. You cannot manage time; you manage the events in your life in relation to time. Much like money, time is both valuable and limited: it must be protected, used wisely, and budgeted. People who practice good time management techniques often find that they: ◦ Are more productive, ◦ Have more energy for things they need to accomplish, ◦ Feel less stressed, ◦ Are able to do the things they want, ◦ Get more things done, ◦ Relate more positively to others, and ◦ Feel better about themselves (Dodd and Sundheim, 2005). ◦ By incorporating some, or all of the ten strategies below, you can more effectively manage your time. ◦ Know how spend your time ◦ Set priorities oUse a planning tool ◦ Get organized ◦ Schedule your time appropriately ◦ Delegate: get help from others ◦ Stop procrastinating ◦ Manage external time wasters ◦ Avoid multi-tasking ◦ Stay Healthy Quality is the ability of your product or service to satisfy your customers. Quality Assurance (or QA) is what you need to do, to demonstrate that your product or service will satisfy your customers. Quality Assurance System is the organizational structure, the processes and procedures necessary to ensure that the overall intentions and direction of an organization as regards quality are met and that the quality of the product or service is assured. There are many tools and techniques that form the basis of the key quality assurance principles. Some of these include... ◦ Cost-Benefit Analysis ◦ Cost of Quality (COQ) ◦ Control Charts ◦ Benchmarking ◦ Design of Experiments (DOE) ◦ Statistical Sampling ◦ Flow Charting ◦ Quality Management Methodologies (i.e. Six Sigma, CMMI, etc) ◦ Cause and Effect Diagrams (i.e. Fishbone Diagram) ◦ Histogram ◦ Pareto Chart ◦ Run Chart ◦ Scatter Diagram ◦ Inspection To Keep your staff productive and motivated conduct regular performance evaluations. Performance evaluations, provide employers with an opportunity to assess their employees’ contributions to the organization. It is essential to developing a powerful work team The primary goals of a performance evaluation system are to provide an equitable measurement of an employee’s contribution to the workforce, produce accurate appraisal documentation to protect both the employee and employer, and obtain a high level of quality and quantity in the work produced. To create a performance evaluation system in your practice, follow these five steps 1. Develop an evaluation form. 2. Identify performance measures. 3. Set guidelines for feedback. 4. Create disciplinary and termination procedures. These procedures should outline the actions that will be taken when performance deteriorates – a verbal warning, a written warning if there is no improvement or a recurrence, and termination if the situation is not ultimately resolved.
5.Set an evaluation schedule.
The last analysis A performance evaluation system should be a key component of your practice structure.
When implemented effectively, it ensures
fairness and accountability, promotes growth and development and encourages a sense of pride in your employees’ contributions to the practice. KEY POINTS A performance evaluation system can motivate staff to do their best for themselves and the practice by promoting staff recognition and improving communication. Evaluations should be conducted fairly, consistently and objectively to protect your employees and your practice. An effective performance evaluation system has standardized evaluation forms, performance measures, feedback guidelines and disciplinary procedures.