Organising And Delegating In The Work Place

AC.1.1 Explain the importance of making effective and efficient use of people’s skills while planning a team’s work to achieve an objectives. Organizing is a function of arranging people and resources to work towards goals. To achieve those goals in effective and efficient manner it is important to have a good knowledge of the team’s skills. Lack of motivation in the team, fear of undervaluation or poor attitude could fail the goals and on the other hand enthusiasm, motivation and given responsibility can bring successful results in reaching the goals.

In other words the company’s objectives can be failed if the wrong person is chosen for the task. Manager is a person who chooses the right person, give the jobs that are suitable for their skills and proficiencies. To do so an objectives have to be clear and SMART Specific they are clearly understood and no misunderstanding is possible Measurable everyone knows whether they have hit them or not

Achievable they are realistic with team’s capabilities
Relevant they logically fit to the organizational needs
Timed have a target date to be completed.

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AC.1.2 Explain how to identify the appropriate person for an activity in the workplace. It is very important to have right people on staff to the success of an organization using a skills matrix will confirm the skills, knowledge and interest of the team members. Skill matrix is a simple visual tool to control and monitoring of skills level. It displays all tasks and skills required at work.

It also displays current team members and their current ability level for each task. Skill matrix is used to establish all skills required in an area, it quickly highlights available skills and future requirements. Skill matrix shows training needs, its effectiveness. It is a day to day planning tool to use skills where they are most needed also to organize adequate cover for holiday and sickness.

This skill matrix shows the team members individually and as a whole team. It shows who needs training and what they need to learn but also who can train them. The grid also shows that sharing and combining across team we can develop a deeper pool of resources. We can easily shift resources to help in other areas when work accumulates. Cross training and shifting provide individual to develop skills, gives job satisfaction. AC.1.3 Explain how human resource planning can be used to assure output and quality in the workplace Workforce planning in a process designed to integrate and anticipate human resources to an organization’s needs. It is a systematic process for identifying, acquiring and developing employees to meet the needs of the business.

In my workplace. In my workplace human resources planning can be divided into weekly/daily planning and long planning. By long term planning I mean events that we have over the year rallies, gatherings, or Christmas parties. We know exactly when those events will take place, we know approx number of guests and this is how we plan our staff demand. We don’t take holidays those times, sometimes we employ some more staff to cover demand.

By weekly planning I mean rotas that are created every week so everybody knows what days they are working but also I make sure that there is enough staff for the day. As morning are quiet we don’t need so many staff and then late afternoons and evenings are very busy we need more staff. I also use daily rotas as human resource planning. Every day I plan using section rota who is having what section e.g. desk-seating customer, who is doing till, who is serving in a bar also I plan what side jobs have to be done and who is going to do them.

AC.2.1 Explain how to delegate tasks effectively.

Delegation is one of the most important management skills. Delegation saves time, develops people and motivates. On the other hand poor delegating can cause frustration, de-motivates other staff and fails to achieve the tasks. How to delegate tasks effectively

Define the task. Describe exactly what you want done.

Pick the right person

Match the requirements of the job to the abilities of the person. Explain the reason why the task needs to be done, its importance, and possible complications that can occur. Determinate standards. Agree on the standards that will be used to measure the success of task’s completion. Determinate resources necessary to complete the task. It may require money, training, advice and other resources. Agree deadlines. Agree when to job must be finished and how it’s going to be checked and controlled. Support and communicate. Inform others what is going on, involve to talk about the job, to ask questions about the job and how much they understand it. Feedback on results.

AC.2.2 Describe the benefits of empowerment in the workplace Employee empowerment is defined as giving employees a degree of autonomy and responsibility for decision-making. The benefits are reduced absenteeism. Absenteeism is a result of employee boredom with their job as they don’t feel personally connected to the company. Empowered employee feels valued and challenged which results in job satisfaction consequently absenteeism decreases. Reduced employee turnover. Employees often leave because they feel not valued. Empowerment increases employees value, understanding their role in company’s success. They are motivated to reach their personal and company’s goals, to develop their capabilities. In result empowering reduces desire to leave the job. Reduced turnover reduces company’s fund to find and train new employees.

Employee satisfaction. In companies where employees are given power to identify problems, find solution, make important decisions have responsibilities they feel empowered. They rate their satisfaction as high that leads to higher level of loyalty. Satisfied employees brings better quality of the products or services. Increased productivity. Empowered employees bring their own ideas solutions or methods of work that company can benefit from. Companies can benefit saving money by allowing suggestions and making changes in procedures. Morale. Giving responsibilities, putting employees in charge of their own projects and results of their action increases their morale. Employees know that their ideas, concepts matters for the success of the company they put more effort in their tasks, work more efficiently.

A.C. 2.3 Identify barriers to delegation and how these can be overcome Not enough time. Managers think about delegating jobs when the work overwhelmed them. They think its to late to delegate as they have to find appropriate person, train that person and explain the task. When the job is done they don’t feel that urgency. To overcome that problem managers should find time to find person, train and in the long run when it gets busy again manager can delegate the job and focus on other higher tasks. Losing control. Managers can feel that by delegating they are loosing control. Good way to overcome that fear is to frequently communicate with the person to whom task was delegated check the progress, ask if any support is needed. it can help decrease that fear and give some sense of control. Lack of trust.

Some managers don’t trust that the team or individual will do the task. Managers should let person/ team to do the job, make mistake and learn from it. Making mistakes is very good opportunity to learn improve productivity or finding new solution, ideas. AC.2.4 Explain a technique that can be used to monitor the outcomes of delegation in a workplace A manager after delegating needs to make sure that the delegated task is being done correctly and effectively before it’s accomplishment. He must review and monitor progress checking regularly, giving support. Manger should inform about deadlines and established checkpoints. By checking in manager can learn if the person needs any support, has everything needed to finish the task also can learn about the progress. Manager should not interfere too much to the work they delegated as this may imply lack of trust in the other person.

There are number of methods used to monitor the outcomes e.g. observation, productivity/data output, feedback from other members, customers etc. The technique I use in my workplace (restaurant) is mostly observation/inspection and spot check. As working in a restaurant we have some hygiene standards that we have to follow. Coffee machines, glass washer, soft drinks dispensers have to be cleaned every day/shift. The only way I can monitor the progress/ accomplishment is by observing if the job is done according to those standards i.e. appropriate detergents are used, if the surfaces are wiped, removable parts washed. I also use a spot check as a method of monitoring.

I check tables if they are clean (no stains) if the condiments are stocked up. There are also some side jobs, housekeeping jobs like dusting, spot sweeping and general cleaning which I can inspect later after they’re done. As we are restaurant our purpose is to serve customers when they arrive. If we get busy all of those side jobs/ housekeeping jobs have to be put aside and we are focusing on customers. This is why it is very hard to monitor those side jobs their progress, or accomplishment, sometimes they are not finished, or not being done at all. I have to be flexible when it comes to check the progress. We won’t start day if some jobs won’t be done or done properly, but there are also jobs that can be skipped.