1. Cynllunio a Monitro Gwaith Planning and Monitoring Work

2. Yr hyn y gallwch ei ddisgwyl o’r uned: What you can expect from this unit:
Deall sut i weithio o fewn y canllawiau sefydliadol er mwyn cyflawni amcanion y tîm
Deall sut i gynllunio a dyrannu gwaith
Deall sut i fonitro gwaith tîm
Understand how to work within the organisational guidelines in order to achieve team goals
Understand how to plan and allocate work
Understand how to monitor team’s work

3. POLISIAU SEFYDLIADOL ORGANISATIONAL POLICIES
Whilst planning and allocating work, refer to one organisational policy which is relevant to the work team: (* pg 8, quest 1)
Wrth gynllunio a dyrannu gwaith, nodwch un polisi sefydliadol sy’n berthnasol i waith tîm: (* tud 8, cwest 1)
Mission etc
Should paint the broad picture
Why the org is there
Sets the org’s culture
Gives the broad purpose over the long term
Aims/Goals
Time frame is medium term: What can we achieve… and its priorities
Why have goals (benefits) – function of goals Mullins, L J. Management and Organisational Behaviour. Prentice Hall.(7th ed 2005) p146
They give standards of performance and focus attention on the activities of the organisation and the direction of the efforts of the staff
They act as a basis for planning and management control related to the activities of the organisation
They provide guidelines for decision-making and justification for action taken - by reducing uncertainty in decision making and defence against criticism
They influence the structure of the organisation and help determine the nature of technology employed. The way an organisation is structured will affect what it will attempt to achieve
They help develop commitment of individuals and groups to the activities of the organisation. They focus attention on purposeful behaviour and provide a basis for motivation and reward systems
They indicate what an organisation is really like
They serve as a basis for the evaluation of change and organisation development
They are the basis for objectives and policies of the organisation
Objectives
Operational (0 to 12 months ahead): the ‘how’
SMART!
What objectives do you need to meet that are incompatible with other objectives you need to meet? (conflicting objs)
Policies
(COED) a general plan of action
Black - HR
Blue -
Red -
Green -
etc
Procedures
Methods for carrying out a plan (or a way of conducting business)

4. ☺ (tud 8, cwest 1/pg 8, quest 1)
State one organisational policy which is relevant to the team:
Customer care
Health and safety
Green policy
Language policy
. . .
Nodwch un polisi sefydliadol sy’n berthnasol i waith tîm:
Gofal cwsmer
Iechyd a diogelwch
Polisi werdd
Polisi iaith
. . .

5. Cynllunio gwaith y tîm Planning the team’s work
Dangosyddion Perffomiad – pam gosod targedau?
☺(tud 8, cwest 2)
Wrth feddwl am dargedau/amcanion, cofiwch –
C A M P U S
Performance Indicators
– why have targets?
☺(pg 8, quest 2)
Remember when setting targets/objectives, remember -
S M A R T
Performance Indicators – why have targets?
Targets give the team a focus – they will understand what they are expected to do and targets will be on a shorter time frame than objectives.
Examples of your PIs …
Get a clear brief – including the background
The person giving you the job – ask them for ‘SMART’ information, or, use the wwwhww questions
Give a clear brief – be SMART – to the team and get feedback to check understanding
Ask them questions
Get them to restate using their own words
Give them notes with the keypoints on – or a gapped handout for them to part fill in
Check for ‘listening’ body language
They demo?
Why may they fail to understand?
They were not listening
They could not understand your language/explanation (training???)
They misinterpreted what you said

6. Cynllunio gwaith y tîm Planning the team’s work
Cynllunio’n effeithiol:
* (tud 9, cwest 3)
Pwrpas
Cefndir
Nôd ac amcanion
Cywain gwybodaeth ac ymgynghori
Adnoddau: Cyllid, Personel
Rhywstrau: Absenoldeb, Sgiliau, Cost
Creu cynllun
Sicrhau bod pawb yn deall
Gweithredu, monitro ac addasu os rhaid
Y CYLCH CYNLLINIO
Effective planning:
* (pg 9, quest 3)
Purpose
Background
Goal(s) and objectives
Gather information and consult
Resources: Budget, Personnel
Constraints: Absenteeism, Skills, Cost
Create plan
Ensure everyone understands
Implement, monitor and adapt if necessary
THE PLANNING CYCLE
Why planning is essential for effective team working
So the task is completed in the right order
To minimise wasted time or time spent optimising resources
To minimise costs
To ensure the equipment is needed and available and working
To minimise disruption to others
To maintain and improve internal and external customer care
To ensure safety requirements are met
To satisfy the objective and contribute to organisational goals
As a Team Leader, you need to plan the team’s work so you need to know:
What the targets and standards are
The order in which to carry out the tasks
Identify the resources needed
Cost implications
Planned leave eg holiday, appointments, study, mat/pat leave etc
Unplanned leave eg sickness, bereavement etc
Contingency time eg for emergencies
the resources you should consider are …
Skills/knowledge/experience, availability vs what’s needed, flexibility, time, equipment, consumables, procedures, protective wear, facilities eg cleaning, laundry, estate maintenance (parts, materials, stock, vehicles, tools), location?

7. Y Cylch Cynllunio – Planning Cycle
Fel nifer o bethau eraill, dylai cynllunio fod yn broses barhaus:
Like many other things, planning should be a continuous process:
Canolbwyntio
ar amcanion
Concentrate on the
objectives
Cywain gwybodaeth
ac ymgynghori
Gather information
and consult
Addasu
Adapt
Monitro a
Gweithredu
Monitor and Implement
Cylchredeg i’r rhai
sydd angen gwybod
a sicrhau eu bod yn
deall
Circulate to those who
need to know and
ensure that others
understand
Penderfynu ar
gam gweithredu
a chreu cynllun
Decide on the action
and create a plan
It can be hard to do:
It may be hard work if you are not used to doing it (forcing your way through unfamiliar territory takes time and effort – think jungle!)
It may make you feel uncomfortable (you are dealing with ‘unknowns’ of which you do not know the outcomes; you are dealing with risk)
You may feel you have no time (think about the alternative – your time is better spent planning and getting more jobs right than fire-fighting and getting everyone stressed out and angry with costly wastage)
Can also be seen as: (you are to visit a distant Trust/supplier)
Identify the goal (to arrive at 11 am in alert/relaxed state of mind)
Clarify the present position (200 miles away with loads of work to do, £100 available to pay for it)
Consider the range of strategies that you could use to achieve the goal (Start early and drive up; drive up the night before and stay over; fly; early morning train and work whilst travelling)
Select most appropriate strategy (train – can work on the way; plane and overnight stay are too expensive; driving is too exhausting)
Break strategy down into smaller steps
Gweithredu
Implement

8. Cynllunio gwaith y tîm Planning the team’s work
Cyn rhoi dasg i aelod o’r tîm, beth ddylech chi ei ystyried?
☺(tud 9, cwest 4)
Angen disgrifio’r canlynol gydag engrhaifft:
Nôd y tîm
Y cyllid
Llinell amser
Cymysgfa o sgiliau (matrics sgiliau?):
pwy sy’n gwneud tasgau sbesifig?
Adnoddau
Aelodau’r tîm: rota, gwaith ‘shift’, absenoldeb – gwyliau, salwch
What should be considered when allocating tasks?
☺(pg 9, quest 4)
Need to describe the following by using an example:
Team’s objective
Budget
Time line
Skill mix (skills’ matrix?): who is doing specific tasks?
Resources
Team members : rota, shift work,
absence – holidays, illness
Before giving a team member a task, what should you consider?
Their skills, training, experience, knowledge, availability (rotas and shifts), flexibility, confidence, enthusiasm, safety awareness
Skill-mix
Have a team with a whole range of skills so:
the team is flexible, can cover a range of tasks – keeps variety and interest/motivation levels up
Can train each other to multi-skill
Can undertake a complete process (value added for customer and employee) even if it involves a number of staff within the team
Ensure the right skill mix in the team by:
Finding out what skills are already available within the team (team SWOT?)
Record it onto skills matrix
Coach/train team members and then they can coach/train each other
Rotas, shifts and wall planners etc (electronic rostering?)

9. CYNLLUNIO GWAITH Y TÎM / PLANNING THE TEAM’S WORK ☺ (tud 10, cwest 5/pg 810 quest 5)
Cael briff eglur – gan gynnwys y cefndir
Rhoi briff eglur i’r tîm a a chael adborth i wneud yn siŵr eu bod wedi deall
Ffyrdd y gall arweinydd wirio bod aelodau’r tîm wedi deall:
Gofyn cwestiynau
Annog cwestiynau o’r aelodau
Edrych ar iaith gorff
Aelodau yn cymryd nodiadau
Get a clear brief – including the background
Give a clear brief to the team and get feedback to check understanding
Ways that TL can check members’ understanding:
Ask questions
Encourage questions from members
Look at body language
Members taking notes

10. ☺ (tud 10, cwest 6/pg 10, quest 6) Diffiniad o ansawdd?
Ffyrdd i fonitro gwaith y tÎm:
Samplo gwaith
Arolwg/awdit ansawdd
Holiadur/adborth cwsmer
Cofnod cynhyrchu
Siart Gannt
Definition of quality?
Ways to monitor work:
Sample work
Quality Audit
Customer feedback/questionnaire
Progress report
Gannt Chart

11. ☺ (tud 11, cwest 7/pg 11, quest 7) Ffyrdd i wella perfformiad gwael:
Hyfforddiant ychwanegol
Newid cyfrifoldeb aelod/au
Newid swydd aelod/au
Newid aelodaeth y tîm
Newid maint y tîm
Ways to improve poor performance:
Additional training
Change responsibility of member/s
Change member’s job
Change team members
Change size of team

12. Cwsmeriaid / Customers
5 ‘hawl’ i gwsmeriaid/defnyddwyr
Pwy yw eich cwsmeriaid?
Sut ydych chi’n gwybod eu bod yn fodlon gyda’ch ansawdd?
The 5 ‘rights’ of customers/users
Who are your customers?
How do you know they are satisfied with you quality?
The 5 ‘rights’ of customers/users
The right product or service
Of the right quality
At the right time
In the right place
At the right price
When an organisation provides products or services that meet all 5 rights it can say it is being fully effective in its objectives in satisfying its customers
Who are your customers? (team, other colleagues, public, outside agencies?)
How do you know your customers are satisfied with your quality?
Then what?
- End –
TV advert to video!

13. ‘HAWLIAU’ CWSMER CUSTOMER ‘RIGHTS’
Cynnyrch/Ansawdd/Canfyddiad
Pris
Lleoliad
Hyrwyddiad
Ar amser
Product/Quality/
Perception
Price
Place
Promotion
On time