Activity2: Monitor implementation of continuous improvement

The management implemented an HR Dashboard to monitor the performance of its staff members.

Performance was recorded using the HR dashboard. Following are the reports of the performance of two (2) team members.

Team member 1:

Strengths	Weaknesses
Abilities to meet the job requirements	Communicating and interacting with people from diverse backgrounds
Working without supervision	Adapting to changing situations and job requirements
Meeting the performance standards	Inefficiency to plan and prioritise work
Areas of improvement: Communication and interpersonal skills Time management skills

Team member 2:

Strengths	Weaknesses
Communicating with clients from diverse backgrounds	Inefficiency to plan and prioritise work
Excellent analytical skills	Decision making
Ability to resolve customer complaints
Areas of improvement: Time management skills Decision making and problem-solving skills

As per the organisational policies and procedures:

• The reports need to be analysed to monitor performance.
• Performance evaluation needs to implement.

Description of the activity:

This activity requires you to monitor the implementation of processes for making continuous improvement in Online Media Solutions.

To do so, you are required to complete the following parts:

• Part A: Use workplace systems and technology, and monitor team performance according to organisational policies and procedures
• Part B: Implement new systems and processes in consultation with relevant stakeholders
• Part C: Resolve system and process issues and maintain new system and processes in consultation with relevant stakeholders

Part A:Use workplace systems and technology, and monitor team performance according to organisational policies and procedures

This part of the activity requires you to use workplace systems and technology and monitor team performance according to policies and procedures of online media solutions.

To do so, you are required to use the reports from the HR dashboard (workplace systems and technology) and monitor team performance according to organisational policies and procedures. Determine the following and document using Template 7.

• Analysis of weakness.
• Four (4) areas of improvement

Activity 2: Monitor implementation of continuous improvement

Part A:Use workplace systems and technology, and monitor team performance according to organisational policies and procedures

Template 7: Use workplace systems and technology, and monitor team performance according to organisational policies and procedures

Use workplace systems and technology, and monitor team performance according to organisational policies and procedures

Analysis of weakness.

Four (4) areas of improvement

Part B: Implement new systems and processes in consultation with relevant stakeholders

In this part of the activity, you are required to implement new processes and systems with relevant stakeholders of online media solutions.

To do so, you are required to conduct performance appraisals of the two team members given in the Activity context.

• Team member 1
• Team member 2

When conducting the performance appraisals, you are required to develop an improvement plan for each team member.

The improvement plans must be prepared in consultation with the respective team member and using Template 8 and Template 9.

For trainer/assessor:

• The trainer/assessor must assign any two (2) staff members to the student.
• One staff member will take on the role of Team member 1.
• Another staff member will take on the role of Team member 2.
• Each staff member will discuss the following based on the information given in the Activity context of this activity.
  • Strengths
  • Weaknesses
  • Improvement areas
• The trainer/assessor must clarify the discussion prompts with each team member.
• The trainer/assessor must observe the student conducting the meeting.

To conduct each meeting, you must follow the meeting process and the discussion prompt provided below.

Meeting process:

Before the meeting	1. Create a meeting agenda that encourages the stakeholders to provide feedback on the performance development processes. Confirm the meeting time and place with the trainer/assessor. Use the meeting agenda template provided to prepare the meeting agenda. 2. E-mail the meeting agenda to the stakeholders and request confirmation for the meeting.
During the meeting	1. Welcome the participants 2. Collaborate with the respective team member and develop the improvement plan. 3. Clarify the understanding of staff members. 4. Agree on the process features with the stakeholders.
After the meeting	1. Summarise the agreed outcomes using the meeting minutes template provided. 2. Complete the performance improvement plan for each team member. The performance improvement plan must include the following information: Areas of improvement Strategies to address the areas of improvement. Resources required Key performance indicators Person responsible

Discussion prompts

Step 1: Determine the team member's current state considering roles and responsibilities	What are your strengths? What are your weaknesses? What are the areas of improvement? What other performance indicators can you notice?
Step 2: Determine your team member's desired state	Why do you want to achieve that? What are your priorities?
Step 3: Determine the actions to be implemented to reach the desired state	What must you improve/ learn/ experience to achieve the desired state? What are the possible resources to learn/ experience/ improve?
Step 4: Prioritise organisational demands	Set a timeline for meeting your short-term development needs.

Part B: Implement new systems and processes in consultation with relevant stakeholders

Template 8: Improvement plan (Team member 1)

Improvement plan (Team member 1)
Areas of improvement (Two)	Strategies to address the areas of improvement. (Two for each area of improvement)	Resources required	Key performance indicators	Person responsible

Template 9: Improvement plan (Team member 2)

Improvement plan (Team member 2)
Areas of improvement (Two)	Strategies to address the areas of improvement. (Two for each area of improvement)	Resources required	Key performance indicators	Person responsible

Meeting agenda template: Team member 1

Date/Time:
Location:
Chairperson:
Meeting Attendees: Full names and roles
Agenda Item/Topic	Discussion/Outcomes	Action Officer	Due Date
Welcome
Summary	Overall Summary Decision/s Action/s if any
Next Meeting time/date
Meeting closed at:
Minutes are a true and accurate record of the meeting	Approved/confirmed by whom?

Meeting minutes template:Team member 1

Minutes of Meeting Meeting Objective: Attendees: Venue: Date:
No.	Points Discussed	Actions Suggested	Target Date
1
Signature of attendee 1: Signature of attendee 2: Signature of attendee 3: Signature of attendee 4:

Meeting agenda template: Team member 2

Date/Time:
Location:
Chairperson:
Meeting Attendees: Full names and roles
Agenda Item/Topic	Discussion/Outcomes	Action Officer	Due Date
Welcome
(Agenda item 1) Topic?
(Agenda item 2) Topic?
(Agenda item 3) Topic?
Summary	Overall Summary Decision/s Action/s if any
Next Meeting time/date
Meeting closed at:
Minutes are a true and accurate record of the meeting	Approved/confirmed by whom?

Part C: Resolve system and process issues and maintain new system and processes in consultation with relevant stakeholders

Context:

During the implementation of the following continuous improvement system and process, the following issues occurred:

• Issue 1: Difficulty in fostering collaboration between multiple stakeholders
• Issue 2: Difficulty in identifying which processes to prioritise improvement efforts on
• Issue 3: Governing/controlling change (to meet compliance obligations)
• Issue 4: Lack of employee engagement.

The Management wants you to resolve the above system and process issues. They want the HR manager to resolve the system and process issues in consultation with relevant stakeholders and maintain new system and processes.

Description:

This part of the activity requires you toresolve the system and process issues in consultation with the team members and maintain new system and processes.

These team members will be the same staff members who participated in Activity 1.

To do so, you are required to follow the steps given below and document the outcomes using Template 10.

• Step 1: Discuss the issues with the team members.
• Step 2: Determine an appropriate solution for each issue with the team members.
• Step 3: Determine the steps they can take to maintain the new continuous improvement system and processes.

Part C: Resolve system and process issues and maintain new system and processes in consultation with relevant stakeholders

Template 10: Implement new systems and processes in consultation with relevant stakeholders

Implement new systems and processes in consultation with relevant stakeholders

Issues

The solution to each issue

Steps to maintain the new continuous improvement system and processes.