Planning and monitoring work

1. Planning & Monitoring Work
Monitoring Task Performance
Day 2
Learning By Practice
2013

2. Table of Content
Section 2 & 3
2
Monitoring the team work
Keeping records and
making reports
Other tools for
keeping control
Monitoring
performance
Part 1 Part 2 Part 3 Part 4
Taking Corrective
Action
Part 5

3. Medium Receiver Feedbacksender
Encoding Decoding
Communication Model
Type of communications
1. One – to – Many communication
2. One – to – One communication
3. Many – to – Many communication

4. Briefing
Briefing: A formal outline listing main contents along with supporting evidence , to
give instructions information summarize ensure.
Briefing checklist questions
What?
Why?
How?
Where?
When?
Team Briefing is a powerful method of enabling communications up and
down the management structure of any teams.
Page 12 & 13

5. 1. primarily to enable and improve downward, upward
communications
2. prevent rumor
3. enable clarity of direction and information
4. develop greater awareness and involvement at all levels
5. create a culture of open communication
6. explain financial, commercial and strategic issues
http://www.businessballs.com/freepdfmaterials/team_briefing_guidelines_MU.pdf
Briefing Benefits
See more on :

6. Monitoring Team Work
Monitoring : observe and check the progress or quality of something over
period of time under systematic approach.
Planning
Organizing
StaffingDirecting
Controlling
Function
supervising activities in progress to ensure they are on course and on
schedule in meeting the objective and performance targets.

7. Monitoring vs. controlling
Control : the regulation of organizational activities in such way as to facilities
goal achievement .
Control process
Measure
Performance
Compare
Performance
Determine need of
corrective action
Compliance
?
Establish
standards
Continue
improvement
yes
No
End
Maintain
Correct
Change

8. Purpose of Monitoring
1. Monitoring provides information that will be useful in : Analyzing the situation in
the project;
2. Determining whether the inputs in the project are well utilized;
3. Identifying problems facing the community or project and finding solutions;
4. Ensuring all activities are carried out properly by the right people and in time;
5. Determining whether the way the project was planned is the most appropriate
way of solving the problem at hand
Monitoring is collection, recording, and
reporting of information
Control uses monitored information to align
actual performance with the plan
1. Planning 2. Monitoring 3. Controlling 4. Improvement

9. Monitoring the team’s work
Defining objectives
Page 20
Making plan
Communicate the plan to
the team
Setting standards of
performance
Collecting data to
measure progress
Comparing the results with
the standard and objectives
Taking corrective action
and modifying the plan

10. Monitoring the team’s work
• To check progress of the team’s work
• To check individual progress
• To enable you to provide feedback to manager
• To enable you to give feedback to team members
• Keeping require records
• To make team feel accountable
• To maintain discipline
• To provide information during appraisals
• To ensure standards are being met
• To compare with previous data
• To check that targets and standards are being met
• Monitoring provides information that will be useful in Analyzing
• Determining whether the inputs in the project are well utilized;
• Identifying problems facing the community or project and finding solutions
• Ensuring all activities are carried out properly by the right people and in time
• Determining whether the way the project was planned is the most appropriate
way of solving the problem at hand

11. Monitoring the team’s work
Area of responsibility
Collecting data
Type of data
Measurement of data
Using control
reports
Keep Recodes
Reporting
Controlling the
work
Project control charts
Milestone charts

12. Monitoring the team’s
work
Data :Facts or figures from which conclusions may be drawn
Information :Data that is accurate and timely, specific and organized for a
purpose, presented within a context that gives it meaning and relevance, and
can lead to an increase in understanding and decrease in uncertainty.
Knowledge : facts, information, and skills acquired by a person through experience
or education; the theoretical or practical understanding of a subject
Wisdom: the quality of having experience, knowledge, and good judgment; the
quality of being wise
WisdomKnowledgeInformationData
Value
Volume
Type of data

13. Monitoring the team’s
work
Type of data
Data
Quantitative
Qualitative
Small Business
Sport Car
Blue House
Discrete
Continues
4 wheels
23 Employees
2 windows
2.5%
Accelerate to 60
mph in 3.9 s

14. Monitoring the team’s work
Data Collecting Techniques
1.What data is collected ?
2. How is data collected ?
3. How frequently is data collected ?
4. Who will collect the data ?
The collection of data is key activity for leading and ongoing improvement of
business projects.
The questions is
1. Customers satisfaction surveys
2. Financial measurements
3. Products and process measurement
4. Internal audits
5. Self assessment
Method of collecting data

15. Monitoring the team’s work
Self Assessment steps
Self Assessment :Is ongoing process involve all members in all levels to
evaluating their performance across all area of responsibility in order to identify
any shortage area of improvement.
No steps
1 Process Evaluate strengths and area of improvements using :
• Facts base ( Results Achievement )
• Opinion base ( customers questionnaire members
opinions )
2 Report Produce critical, accurate Self Assessment Report with key
judgments :
• Strengths
• Area of improvements
3 Plan Targeted goals of improvements
Improve timescales and milestones
Re- evaluate the responsibility

16. Monitoring the team’s work
Tools of Measurement of data
• Charts
• Reports
• Questioner
• Surveys
• Meetings
• Voice of customers process
http://www.irs.gov/irm/part1/irm_01-015-002.html

17. Monitoring the team’s work
Keep recording
Recording is the process of capturing data or translating information to
a recording format stored on some storage medium, which is often
referred to as a record or, if an auditory medium, a recording
• Process recordings should be done as soon as possible after collecting the data
• recording will be as accurate and complete as possible.
• Process recording is a very time consuming task.
• Process recording should be shared and discussed with team members

18. Monitoring the team’s work
Keep recording
CREATION
& RECEIPT
Classification
Distribution Use
When a record is created
by an employee or an
external source
Classification of the records
or their information in some
logical system
Maintenance and use of
the recordsSharing with other
when needed
Disposition
The information is either
destroyed or sent to
archives
http://www.rdc.ab.ca/about_rdc/service_departments/im/Documents/i
nformation_management_the_lifecycle_of_a_record.pdf

19. Monitoring the team’s work
Recording Categories
Stocks of
materials
Finance
Progress of work
production “ quality”
People
Health and
safety
Minimum stock require
The quantity to be orders
The maximum stock to be held
The actual stock currently held
Variation

20. Monitoring the team’s work
Variation
Minimum stock require
The quantity to be orders
The maximum stock to be held
The actual stock currently held
Variation
Variation: a change or difference in condition, amount, or level, typically with
certain limits
Process variation :An activity that varies from a norm or standard. In a business
operational context, variation is normally concerned with the differences between
actual process outcomes and what is expected by the customer in terms of
specified dimensions or limits.

21. Variation Example
Monitoring the team’s work
Item
Calculated Actual
Acceptance
percentage level %
Minimumlevel
Maximumlevel
1 paper 120 125 5%
150 300
2 cash 250 250 1%
3 files 300 313 2%
4 Bags 150 140 20%
5 pens 200 195 1%
Calculate the stock variation

22. Monitoring the team’s work
Reporting
• Reports
– Project Status Reports
– Time/Cost Reports
– Variance Reports
• Not all stakeholders need to receive same information
• Routine
• Special Analysis

23. Other Tools For Keeping Control
Project Control charts
• This technique used in project planning, also can be used to monitor the
work of a complete task that requires several stage or process.
• To budgeting
• To reporting
• To comparing
• To calculating
Milestone Charts
• A milestone charts presents a broad brush picture of project’s schedule
and control dates which you will have from your plans

24. Monitoring performance
ActualInspection
Interim progress reviews
Testing
Auditing
Plan

25. Taking Corrective Action
Corrective Action : Corrective actions are reactive – something has gone
wrong and these are the actions taken to deal with the problem. Non-
conformances are resolved through corrective actions.
‘dealing with it’ for ISO 9001 means that you eliminate the problem make sure it will not
happen again
You might find opportunities for corrective actions through:
• Conducting workplace inspections
• Testing, inspecting, and monitoring of plant and equipment
• Consulting with staff
• Customer feedback
• Audits
• Hazard reporting
• Dealing with any non-conforming product
• Investigating complaints
• Reviewing system failures
• Reviewing regulatory requirements

26. Feedback
• Importance
• Time
• How to Give and Receive Feedback
“ information about past behavior “ practice” delivered in the present, which my influence the
future behavior”

27. The Importance of Feedback
Definition of Feedback The : open two-way communication between two
or more parties. Typically, feedback is given in annual performance reviews,
but the best feedback is timely, honest, and provides useful comments and
suggestions that contribute to a positive outcome, a better process or
improved behaviors.
Your feedback take two forms
1. Feedback to the team as whole
2. Feedback to individuals on their own performance

28. The Importance of Feedback
Check points
1. Regular and frequent
2. Exploring the problems
3. Give support to member
4. Provide a balance of positive and negative feedback
You must
1. Acknowledge the need of Feedback
2. Give both positive and negative Feedback

29. Proper Planning Prevents Poor Performance