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Question 7 together with the two reports required for Parts 3 and 4 before

Assignment two

Brief

Gelos Enterprisesis one of the world's leading business operations. Visit Gelos Enterprises online and log on with your TAFE username and password. (Long URL: https://share.tafensw.edu.au/share/items/d0b458dc-3922-409d-b1fe-9a2f785f4a38/0/GelosEnterprises.zip/index.html)

Part one - Task one

The CEO called you for a meeting and expressed interest in creating learning material for the employees on the 'Diversity, Equity and Inclusion practices at Gelos'. This is a priority project for the CEO and they want it kickstarted today.

Your role, as the Training & Development manager is to ensure that this learning material reaches the CEO within the deadline, which is 3 weeks from now. Your team must work together to achieve this target. Your team consists of 2 direct reports, and you must complete this work amongst yourselves.

For this part of the assessment, you need to use your thinking, planning and organising abilities to develop a strategy to achieve your work task by analysing:

• what the task is about
• where you will be able to access relevant material
• how you will distribute work between the team members to reach completion.

Question 1

What timelines will you target for the successful completion of the project, given the deadlines?

A comprehensive timeline Jessica, well done.You also need to allow for a contingency in case of time overruns.

Question 2

What information sources will you use? Which policies could help you source the content for this training?

Yes this training is about diversity, equity and inclusion, so you must refer to sources such as:

• policies and procedures
• legislations
• work instructions
• codes of conduct
• existing research or statistics.

Question 3

Which relevant stakeholders will you seek information from and how will you reach out to them?

Jessica relevant stakeholders could include:

• Immediate team members (important).
• Policy Team- for updated policies.
• Legal Team- for relevant legislations.
• HR Team- for employee experience surveys on relevant topic.
• Marketing Department- for relevant customer experience surveys on relevant topics.

Yes you need to consider the most appropriate means such as a combination of:

• meetings, both one on one and team based
• briefings
• emails
• intranet.

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Question 4

Once received, how will you start the analysis of your information? What will you keep in mind while analysing this information? For example - how will you ensure the reliability of the information?

this is all about turning data into relevant information. Once the data is collected, as you have stated, you need to look to the information provided for:

• the relevance of the information
• the reliability of the information
• the accuracy of the information.

Question 5

How did the information that you collected inform your planning? For example, how did it help you to decide how you would lead your team? How did it help you to plan to achieve the work task?

1. The establishment of a goal or objective is indeed important and should include your plans for leading the team and achieving the task. They can include the different ways you will divide the work task based on the information collected.

Question 6

Once collected how will you share your ideas and information about the project with your team, other internal, and external stakeholders.

1. The sharing of information ensures involvement of team members and stakeholders in the structure and operation of the project is critical. In doing so you should share the following ideas:

• The strategies that they will use to share information like meetings, briefings, newsletters, emails, social media posts, artwork, digital stories or videos, intranet, or internet.
• The information that they will share like project introduction, project purpose or goals, timelines, budget, team members, preliminary thoughts and ideas, discussion starters, resources, ice breakers, essential information and stakeholder information.
• The strategies that they will use and the information that they will share will help to promote team cohesion and to develop workplace relationships. The student must explain that teams that feel fully informed and encouraged to share information are more likely to be cohesive in general, participative in decision-making and to argue less and work together in a positive way to solve problems.
• Discussion around meeting the diverse needs of their team and stakeholders which may include the differences in skill sets and job roles, location, cultural differences, language ability etc.

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Question 7

Using the Gelos mail template, draft an e-mail to your team members informing them, for the first time, about this project and how you are planning to go about achieving it. This could include the ways you wish to distribute this work. Through this mail, you can make your team understand how the purpose of the project relates to the overall strategy.

Task two

You are a newly appointed 'Financial Manager' at GelosEnterprises. You are managing and leading a team of twenty people. You had recently asked your team to generate a financial report for the last quarter. In doing so, you have given them all the required directions and resources.

The team worked together close coordination and has submitted the report during the weekly team meeting. However, while submitting, one team member tries to take the credit for the work done by the entire team. He attempts to cut other people while speaking, explain how hard he has worked, and how difficult the task was. Other team members seemed frustrated at this behaviour as if it wasn't the first time. This results in a conflict among the team members.

Question 1

Record a video of yourself demonstrating how you will resolve this conflict. It should include answers to the following questions:

1. What were the signals that helped you identify that there was conflict?
2. Which conflict management methods did you select and why?
3. What sources of information did you refer to, to inform your decisions? (include consultation processes)
4. Which legislations, policies and procedures did you refer to and how did you apply them? Attach links to relevant legislation, policies and procedures to this section of the portfolio.
5. What techniques did you use to lead improved workplace relationships and reduce conflict?
6. What were the issues that had led to the conflict?
7. Which methods did you use to manage conflict and how did these methods comply with the legislations, policies and procedures identified?
8. Which were the two things that went well in the meeting in relation to leading effective workplace relationships and which were that the two things that you would do differently next time?
9. Attach a proof of the conflict management meeting(s) (for example, a video, screen recording, or audio recording of virtual meeting) to thissection of the portfolio, if not already viewed in person by your assessor.

in attempting to manage this conflict and confronting the relevant team members you need to remain conscious of the fact that in such a meeting you, as the leader, need to both listen and instruct. Listening to the stakeholders is extremely important. You need to detail matters such as:

• the signals that helped you identify that there was conflict;
• the conflict management methods you have selected and why;
• the sources of information that you relied on for your decisions; and
• the relevant legislation, policies and procedures that you have and their relevance to the situation.

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Question 2

What signals helped you identify that there was room for improvement in performance?

The conflict is based on personality and cultural difference but you as a team leader need to be able to look to indicators of such a conflict.These indicators could include:

• customer complaints;
• complaints from other team members and or stakeholders (formal or informal);
• fall off in performance;
• new or unexplained conflict;
• increase in dissatisfaction in role;
• change in workplace behaviours;
• increase in absence or personal leave;
• changes in quality; and
• reduction in accuracy.

Question 3

What were the areas of performance that required improvement?

Good communication within a team is essential and in this situation is in need of improvement. Depending upon the indicators you noted, as you have stated, areas for performance improvement could include:

• workplace relationships
• customer service
• accuracy
• punctuality
• presentation
• quality.

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Question 4

What were the sources of information that you referred to, to inform your decisions?

as I have mentioned previously you need to be continually mindful of disruption to the smooth running of the team. Sources of information to alert you to disruption could include:

• error reports
• exception reports
• complaints register
• policies and procedures
• specialist advice (HR dept, legal, unions, industry bodies, EAP)
• legislation
• research
• personal and professional networks.

Question 5

Which relevant legislations, policies and procedures did you refer to and how did you apply them?

The legislations, policies and procedures you need to refer to are wide ranging and will depend on the nature of the problem.These could relate to:

• HR
• Discrimination
• Privacy
• Code of conduct
• Managing conflict
• Performance management
• Meetings
• WHS.
  1. an analysis of the techniques that you used to engage and motivate your team member

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Question 6

Which methods would you use to help the member overcome poor performance? State the reasons and include:

1. an analysis of the issues that were hindering the person's performance and how you addressed these
2. the methods you used to manage the person's performance and how they complied with the legislation and policies and procedures identified earlier
3. a reflection on two things that went well in the meeting in relation to leading effective workplace relationships and things that you would differently next time.

You need to be flexible in the way you manage poor performance. In determining the method(s) you will use remain mindful of the information you have regarding the particular situation. Techniques for engaging and motivating the person during the meeting could include:

• adapting personal communication style
• selecting or adjusting communication style according to needs of person
• using inclusive language
• showing respect for the opinions of the other person
• valuing the input of the other person
• identifying and addressing the issues which may be hindering performance
• providing supportive and creative solutions
• working collaboratively to set realistic goals
• role modelling respectful workplace relationships or conflict resolution
• recognising the strengths of the other person.

Task three

You need to create a progress report to:

1. Describe the process that you used to communicate the progress of the work task to internal and external stakeholders.

Monitoring and communicating work progress are integral components of effective leadership, especially in leading a Research and Development (R&D) team at Gelos. The process involves a strategic approach to ensure internal and external stakeholders are kept informed, fostering effective workplace relationships.

The communication process includes regular team meetings, updates through email or project management tools, and bi-weekly progress reports for internal stakeholders. Regular team meetings facilitate real-time discussions on progress and challenges, creating a platform for collaborative problem-solving. Email updates and project management tools ensure continuous communication and accessibility of information. Bi-weekly progress reports serve as comprehensive summaries for internal stakeholders, providing a snapshot of achievements and challenges.

1. Reflect on how the process that you selected supported effective workplace relationships and met the needs of the individual stakeholders considering the social and cultural environment.

Reflecting on the selected communication process is crucial for evaluating its effectiveness in supporting workplace relationships and meeting individual stakeholder needs considering the social and cultural environment. The chosen approach aligns with the R&D context, where collaboration and information sharing are paramount. Regular team meetings encourage open communication and teamwork, fostering positive relationships. Email updates and project management tools cater to diverse communication preferences and ensure accessibility. The bi-weekly progress reports consider the cultural context by providing clear and concise information tailored to the needs of internal stakeholders

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the question is asking you to prepare a report which includes the points raised above. While you have addressed the points, I would like to see you present an actual report in far greater detail. To assist you with report writing in future I have attached a relevant file to my feedback.Your report does not have to be in such detail. The example is simply giving you an idea of what is required. You need to develop a report using "Report Format" and use the dot points listed above, amongst others, in developing the report. The contents of your report will be determined by the importance of the parameters you previously identified. The contents will also be determined by the team members/stakeholders for whom the report is directed.

Task four

As the head of the training department, you have been the team leader for over a year at Gelos. You have a rich experience in working with the team members, supervisors, employees of other departments and your colleagues. Now, it is time for you to seek feedback on your performance from these stakeholders and review it.

You need to submit the report to your supervisor in one week and include the following:

1. What were the processes you used to seek feedback?

As the head of the training department, seeking feedback on performance is a proactive approach to continuous improvement. The process involves various steps, including the methods used to seek feedback, the reasons for seeking feedback, people from whom feedback is sought, a summary of the feedback received, analysis of the feedback, and actions for improvement.

The processes used to seek feedback include anonymous employee surveys, one-on-one discussions with team members and supervisors, and collaboration with other departments for a broader perspective. Anonymous employee surveys ensure honest and unbiased feedback, while one-on-one discussions provide deeper insights into individual perspectives. Collaborating with other departments offers a holistic view, considering the organization as a whole.

1. What were the reasons for which you sought feedback?

The reasons for seeking feedback revolve around the principles of continuous improvement and personal development. Embracing feedback as a tool for growth reflects a commitment to enhancing leadership effectiveness and contributing to a positive workplace culture.

1. Who were the people you sought feedback from and the reasons why you selected them?

Feedback is sought from team members, supervisors, colleagues from other departments, and the reasons for selecting them are rooted in their direct interaction and engagement with the training department. Team members provide insights into leadership style and departmental dynamics, supervisors offer perspectives on alignment with organizational goals, and colleagues from other departments contribute to a broader understanding of the training department's impact.

1. Mention the summary of the feedback you received.

The summary of the feedback received encompasses both positive aspects and areas for improvement. Positive feedback may include commendations for effective communication, collaborative teamwork, and successful project implementations. Areas for improvement may highlight specific aspects such as time management or delegation that require attention.

1. Analyse the feedback and state the actions you will take to implement it.

Analyzing the feedback involves a reflective process, understanding the strengths and weaknesses identified. Actions for improvement are determined based on the analysis. For example, if time management emerges as an area for improvement, attending time management workshops may be a strategic action. Delegating tasks more effectively based on team members' strengths is another targeted approach for improvement.

1. Write about at least three areas for future improvement in leading workplace relationships and describe how you will apply them in practice.

Areas for future improvement focus on enhancing leadership effectiveness. These could include strengthening delegation skills, fostering cross-departmental collaboration, and continuing professional development in leadership. Each identified area represents a commitment to ongoing growth and adaptability in the dynamic organizational environment.

1. Attach copies of written feedback you received and copies of relevant policies and procedures. Also, attach information about any training opportunities.

Proof of feedback includes attaching anonymized feedback surveys, providing summaries of one-on-one discussions, and including certificates or documentation from attended workshops. This documentation serves as tangible evidence of the feedback process, ensuring transparency and accountability in the pursuit of continuous improvement.

In summary, each task in the scenario involves a strategic and thoughtful approach, drawing upon effective communication, collaboration, and reflective practices. The leadership roles, whether as the Training and Development Manager or the Financial Manager, require a comprehensive understanding of organizational goals, individual team dynamics, and the cultural context within which these teams operate. The commitment to continuous improvement and proactive conflict resolution further contributes to the development of a positive workplace culture at Gelos EnterpriseAgain

in this task you are being asked to prepare a feedback report using Report Format. I would like to again see a formal, written report in greater detail. This report is to include the criteria set out in points 1-7 above. As I have continually mentioned in my feedback the involvement of team members and stakeholders throughout the project is essential. The overall content of this report will be determined by many factors found within the project at the time of writing the report.The key factor here is to ensure that both team members and stakeholders are kept up to date with happenings within the project and progress to achieve an ultimate goal.