2. WORKING EFFECTIVELY
• Importance of establishing Good Working
Relationships
– The following are some benefits of developing
productive relationships with colleagues:
• Getting tasks done gets easier.
• Colleagues are more likely to go along with the changes that
you recommend.
• Instead of spending time and energy on negative
relationships, you can focus on opportunities.
• You can get ideas and feedback from others.
• You can take help in hours of need, if required.
• Your productivity increases.
• Your performance gets appraised better.
• You can learn from others and add to your existing skill-set.
3. WORKING EFFECTIVELY
• Some of the benefits of an environment of trust
and mutual respect are as follows:
– Getting tasks done gets easier.
– It encourages free flow of ideas.
– It saves time spent in gauging whether the other
person is speaking the truth, or is giving genuine
advice.
– Colleagues are more likely to go along with the
changes that you recommend.
– You can take help in hours of need, if required.
– Your productivity increases.
– Your performance gets appraised better.
4. Scope of Work
• Scope of work refers to the range of tasks and
activities to be performed or expected to be
performed by someone or within a project or
contract, as agreed.
• This is usually a result of division or defining
• and limiting of work and responsibilities.
• This usually is understood to be performed
within agreed timelines and rules or standards
of performance.
5. Scope of Work
• It is important to understand clearly one’s own
and others’ scope of work and responsibilities
clearly and commonly between co-workers for
the following reasons:
– Helps in planning and organizing work better
– Builds trust and reliability
– Reduces scope of conflict and confusion
– Helps optimize effort through reducing omissions
and overlaps
– Helps secure the right level of support from the
right people
6. Ways to clarify scope of work
• Job descriptions
• Seniors (Supervisors or managers)
• Job or duty assignment
sheet/document/roster
• Colleagues
• Policy and procedure documents
7. Organizations policies and procedures
• Why do companies have policies and
procedures?
– a. Ease of working and common understanding
– b. Regulatory and statutory compliance
– c. Optimizing performance and productivity
– d. Setting standards for performance and quality
– e. Reduction of errors, safety and security
8. Organizations policies and procedures
• Why is it important to follow policies and
procedures while working?
– a. To be safe, productive and maintain company
standards
– b. Reliability and trustworthiness
– c. To remain compliant with legal, regulatory and
statutory requirements
9. Seeking/Providing Clarity, Assistance
and Support
• The organization being divided into hierarchies,
departments, divisions and teams to use and
develop people’s expertise in accordance with
capability requirements of organizations.
• It is important to involve, seek assistance and
support from those who are designated in the
organizations as authorities for decision making
over their remit of work, where required.
• It is important that people respect other people’s
authority and expertise over their areas of work.
10. Seeking/Providing Clarity, Assistance
and Support
• There are various reasons why others need to
be involved:
– 1. To contribute their expertise
– 2. Complex work and interdependencies that
requires more people to complete tasks
– 3. Authority and remit of decision making
– 4. Stakeholders impacted by the actions
– 5. To generate more and diverse ideas
11. Seeking/Providing Clarity, Assistance
and Support
• When to keep others informed of progress
and problems?
– It is important in many contexts to inform others
of work related issues, problems and progress.
– Any work being assigned also comes with a set of
expectations of customers, co-workers,
supervisors or managers, other departments, etc.
– These expectations are around:
• volume of work,
• quality of work
• time within which the work needs to be completed.
13. Change and flexibility
• Flexibility to change is required to:
– incorporate new and improved methods of
working
– adjusting to environmental changes
– supporting others
– refining goals and objectives
18. Planning work and work environment
• Defining goals and sub-goals includes breaking
the overall objective into measureable and well
defined constituent results, that can help in
planning, implementation and tracking
achievement and progress.
• It is important that these are further evaluated in
terms of realistic and required time frames and
time available is allocated in such a manner that
these goals are achieved within optimal time
frames.
19. Planning work and work environment
• Sequencing activities right is also of great
importance in efficient and effective working.
• Factors that need to be considered while
sequencing activities include:
– o Dependencies on interim outputs
– o Availability of resources
– o Space design
– o Schedule of deliverables and urgencies
– o Work styles, interests and preferences
– o Capabilities
20. Planning work and work environment
• Resources required can be identified by analysing the
work, tasks and sub-tasks involved and the volume of
work required.
• Most organizations have standard procedures for
requisitioning for resources. For eg. the IT supplies
team may have IT equipment that the user department
may requisition through a formal request approved by
a designated level of authority (authorized person).
• Organizations also have procedures to request for
purchase of new resources and materials that may not
be available within the organization.
• This has to be routed as per procedure through the
authorized department and personnel and requires
necessary approvals.
21. Planning the Work environment
• A place for everything and everything in its
place’ is a principle used by many to organize
their environment.
• One can contribute effectively towards making
one’s work environment conducive for
efficient working.
22. Planning the Work environment
• Some of the key requirements for this are
– cleanliness and tidiness,
– organizing the space layout for efficient working,
– ergonomic design, optimal space for people and
the work to be carried out,
– right ambient conditions (lighting, ventilation,
etc.).
24. Maintaining Confidentiality
Confidentiality is important for a host of
reasons:
- Sharing confidential information is often a
professional violation and a legal violation.
- Failure to properly secure and protect confidential
business information can lead to the loss of
business/clients.
- In the wrong hands, confidential information can be
misused to commit illegal activity,which can in turn
result in costly lawsuits for the employer.
25. Maintaining Confidentiality
- The disclosure of sensitive employee and
management information can lead to a loss of
employee trust, confidence and loyalty. This
will almost always result in a loss of
productivity.
26. What type of information must or should
be protected?
• Restricted Information or Data
- Example:
- Personal Identity Information (PII)
- Electronic protected health information (ePHI)
- Credit card data regulated by the Payment Card Industry
(PCI)
- Passwords providing access to restricted data or resources
- Information relating to an ongoing criminal investigation
- Court-ordered settlement agreements requiring non-
disclosure.
- Etc.
27. Non-Restricted, Confidential Information
• Home address or home telephone number
• Personal information protected by anti-discrimination and
information privacy laws
• Certain types of student records
• Exams, answer keys, and grade books
• Applicant information in a pending recruitment Information
subject to a non-disclosure agreement, including research
data, intellectual property (IP), patent information and other
proprietary data
• Academic evaluations and letters of recommendation
• Responses to a Request for Proposal (RFP) before a decision
has been reached.
• etc
29. Policies and procedures for
confidential information
• Procedures for protecting confidential
information:
- All confidential documents should be stored in locked file
cabinets or rooms accessible only to those who have a
business “need-to-know.”
- All electronic confidential information should be protected via
firewalls, encryption and passwords.
- Employees should clear their desks of any confidential
information before going home at the end of the day.
- Employees should refrain from leaving confidential
information visible on their computer monitors when they
leave their work stations.
30. Procedures for protecting
confidential information:
• All confidential information, whether contained on written
documents or electronically, should be marked as
“confidential.”
• All confidential information should be disposed of properly
• Employees should refrain from discussing confidential
information in public places.
• Employees should avoid using e-mail to transmit certain
sensitive or controversial information
• Etc.
31. Policies and procedures for
confidential information
• New and/or Current Employees Sign a “Non-
Disclosure” Agreement
