D2.LAN.CL10.03 Slide 1

Performance Criteria Element 1: Read and write English to recruit and induct new employees Slide 2 Write job descriptions for particular positions within the enterprise Read applications for employment and judge against key selection criteria and desirable criteria Read and explain company policies and procedures

Performance Criteria Element 2: Write instructions Slide 3 Write a set of work instructions or guidelines to complete a particular task clearly using correct spelling and grammar Write changes to work place instructions Write a set of contingency instructions for a particular task

Performance Criteria Element 3: Read and write English to review staff performance Slide 4 Read and discuss a staff appraisal form with employee Write constructive comments related to employee’s work performance using a staff appraisal form Write outcomes from a staff appraisal meeting

1.1Write job descriptions for particular positions within the enterprise Slide 5

Organisation Chart Slide 6

Writing job descriptions A job description defines a person's role and accountability and without a job description it would be extremely difficult for a person to properly commit to, or be held accountable for, a role. Slide 7

Job description language Job description language is very specific and needs to be carefully used. The wrong message can be communicated if inappropriate language or vocabulary is incorporated into the work outline. The list given provides some ideas about the type of language to use. Look at the Front Desk Manager example in your Trainee Manuals and check the language with the points form the job description language ideas. Is it a clear job description? Slide 8

Job Description Template Slide 9 Job titleThe formal title of the position Reports to The title of the position that the job incumbent reports to

1.2Read applications for employment and judge against key selection criteria and desirable criteria A cover letter should:  explain who the applicant is  remind the employer what they are looking for  briefly describe qualifications and experience  describe what the applicant is looking for  be simple but aligned with the type of job being applied for  reflect the organisation’s culture Slide 10

Matching skills and qualifications to job descriptions Slide 11

1.3Read and explain company policies and procedures Slide 12

Smoke-Free Workplace Slide 13

Procedures Before trying to explain a procedure it is important that a supervisor:  Understands the procedure  Understands clearly all of the language included in the procedure and how to explain this language if a staff member is not sure  Checks that the staff member is clear about the procedure before they engage in delivery of the procedure Slide 14

Element 1 Summary Recruiting employees that can complete their job tasks effectively is an important part of a supervisor’s role. Writing job descriptions is a necessary skill to learn in English as many organisations write all of their HR documents in English. Being able to determine suitably qualified people for job roles is equally as important and it is essential that a supervisor can explain company policies and procedures to all staff in order for them to be able to work effectively. Slide 15

Element 2: Write instructions Slide 16 Write a set of work instructions or guidelines to complete a particular task clearly using correct spelling and grammar Write changes to work place instructions Write a set of contingency instructions for a particular task Performance Criteria:

2.1Write a set of work instructions or guidelines to complete a particular task clearly using correct spelling and grammar Slide 17

Written complaints Slide 18

Clear instructions Slide 19

Writing clear instructions Look at the situations below. Choose one example and write clear instructions for the task. Give to your partner when you have finished and see if they understand clearly:  How to tie shoelaces  How to make an espresso coffee  How to answer a phone  How to find information on the internet  How to iron a shirt  How to make an omelette  How to clear a table Slide 20

2.2Write changes to workplace instructions Slide 21

Instruction changes Slide 22

Instruction changes Slide 23

2.3Write a set of contingency instructions for a particular task Slide 24

Contingency plans Slide 25

Element 3: Read and write English to review staff performance Performance Criteria: Slide 26 Read and discuss a staff appraisal form with employee Write constructive comments related to employee’s work performance using a staff appraisal form Write outcomes from a staff appraisal meeting

3.1 Read and write a staff appraisal form with employee Slide 27 NA = Not Applicable 1 = Unsatisfactory 2 = Marginal 3 = Meets Requirements 4 = Exceeds Requirements 5 = Exceptional

Discussing appraisal form information with staff Slide 28

How to give a performance review of an employee Performance reviews are among the most valuable resources in a manager’s toolbox, yet many managers don’t know how to give a performance review of an employee. Here are 12 do's and don'ts to help you create a positive and productive experience. Slide 29

3.2Write constructive comments related to employee’s work performance using a staff appraisal form Slide 30 Writing comments regarding staff performance is often a daunting experience. It is important to remember that staff need honest and direct feedback to be able to improve or adjust their behaviour or work. All comments relating to staff performance should be constructive and directed at improving performance not as personal attacks on a person’s character. Comments should be practical and related to actual evidence rather than general ideas or perceptions.

Writing comments for staff appraisal’s Ideas for appraisals:  Give honest, constructive criticism  Encourage discussion about the review  End on a positive note Slide 31

Examples of appropriate language Slide 32

3.3Write outcomes from a staff appraisal meeting Slide 33

Performance management: Performance Improvement Plan The supervisor should review the following six items with the employee when using the document  State performance to be improved; be specific and cite examples  State the level of work performance expectation and that it must be performed on a consistent basis  Identify and specify the support and resources you will provide to assist the employee  Communicate your plan for providing feedback to the employee. Specify meeting times, with whom and how often. Specify the measurements you will consider in evaluating progressplan for providing feedback  Specify possible consequences if performance standards are not met  Provide sources of additional information such as the Employee HandbookEmployee Handbook Slide 34

Example performance improvement plan Slide 35

Summary Slide 36