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SUMMARY .................................................................................................................................................... 2
CONTENTS..................................................................................................................................................... 3
Extra task: Time/Labor Management Planning ........................................................................................ 3
Task 3.1 Assess the benefits that teamwork for an organization ............................................................. 4
Task 3.2 Report on your actual performance as a leader and member of your team and how the team
worked towards specific goals and dealt with any conflicts..................................................................... 5
Task 3.3 Review the effectiveness of the team in achieving the goals ..................................................... 7
Task 4.1 Explain the factors involved in planning the monitoring and assessment of work performance
.................................................................................................................................................................. 8
Task 4.2 Plan and deliver the assessment of the development needs of individuals .............................. 9
Task 4.3 Evaluate the success of the assessment process ...................................................................... 10
CONCLUSION .............................................................................................................................................. 10
APPENDIX ................................................................................................................................................... 11
Effective Teamwork Evaluation Sheet .................................................................................................... 12
Self-Evaluation Worksheet for Assessment Process ............................................................................... 13
PLAN, TASKS DISTRIBUTION & RESULTS ................................................................................................. 15
REFERENCE.................................................................................................................................................. 17
SUMMARY
After recruiting successfully 2 people for the 2 critical positions in the previous recruitment program,
VinaClean then started immediately on a project which required a team to work together to build a
detailed plan on communicating to gain permission from local retailers to host the battery drop boxes.
Khoi, the new Project Developer formed a team which consists of 5 other members. Each one of them
has different strengths and weaknesses so that it requires from the team leader experience on using
right person for right job, strong leadership, and clearly knowing how to make the team work
effectively. Additionally, members must also have ability to negotiate amongst the team and being high
responsibility through the whole project. In overview, the project was successful as every member had
worked devotedly and the team achieved its goals
This report includes 2 parts. The first part will describe detailedly how 6 members did work together,
access its benefits and review the effectiveness of the team. The second part will assess the work and
development needs of individuals, also evaluate the success of assessment process.
CONTENTS
Extra task: Time/Labor Management Planning
Since the duration for this project was only 18 days (from 16/11/2103 to 3/12/2013) and the team only
had 5 members, we had to have a estimation in detail about time & labor resource in order to find out if
we would be able to handle this project or not. So in the team, we together prepared this plan. The tools
we used here were Network Diagram & Gantt Chart.
Task list
To build a Network Diagram & Gantt Chart, our team had to discuss and brain storm together all the
works that need to be done during the entire project, then synthesize into the table below:
Code
Task
A
Design drop box models
Aggregating data from the
B
employees
Import materials
C
D
E
F
G
H
I
K
Duration (day)
1
End date
17/11/2013
A 17/11/2013
18/11/2013
A 17/11/2013
18/11/2013
B, C 18/11/2013
19/11/2013
D 19/11/2013
23/11/2013
None 16/11/2013
F 21/11/2013
G, E 23/11/2013
H 1/12/2013
I 2/12/2013
5
2
8
1
1
21/11/2013
23/11/2013
1/12/2013
2/12/2013
3/12/2013
Network Diagram
By preparing a Network Diagram, we could have a preliminary view and time scale of this project
A
1
C
F
E
2
K
9
10
Gantt Chart
11/15 11/17 11/19 11/21 11/23 11/25 11/27 11/29 12/1 12/3
Design drop box models
Aggregating data from the employees
Import materials
Collecting feedbacks from retailers
Let assume that each task requires 1 member in charge, then according to the Gantt chart above, the
maximum number of member we need is 3, which is not exceed the number of 5 members in our team.
Therefore, we assessed that this project is possible with this limited time and provided labor resource
and decided to actually get start in the real tasks. Additionally, we could base on this Gantt chart to have
a greater works distribution, which made the team worked actually even more effectively. Therefore,
the following parts will give more descriptions and reflections on how we involved into this.
drop box models, contacting and negotiating with manufacturers, suppliers, retailers, recyclers and a
number of tasks which will be discussed in paragraphs below. From my point of view, a team which
formed with from 3 members to 6 members, on one hand, would be much easier to perform
brainstorming, sharing information (especially when designing drop box models), developing a plan with
suitable way of management and appropriate time durations & orders and even a great diversity of
alternatives. On the other hand, the team can have conflicts so every member has to negotiate
assertively or learn from others by listening to their opinions. Thus teamwork helps in operating not only
the common works but so in developing personal skills of each member involved, so every member can
be easier when communicate with difficult retailers. One more point, fortunately we have been actually
a team which everyone already know and understand each other, even the way we work and which
fields we take advantages from so we felt even more excited, more convenient and more motivated
while working together. This is absolutely not always an advantage since it depends on the relationships
of members in team.
To sum up, team working was obviously an effective way of performance and we have taken those
advantages to get as many household batteries as possible. In spite of the fact that there were some
disadvantages, almost works was handled successfully since we always give solution for every defect
that we met, which will be discussed below.
Task 3.2 Report on your actual performance as a leader and member of your team
and how the team worked towards specific goals and dealt with any conflicts
In this project, I actually contributed into 2 separate tasks as a leader, and 2 tasks as follower. The first
task was involving and managing the process of designing the drop box models at the first place, and the
second one was setting up a small group to go to every store and collect old batteries. In order to save
labor resource, I myself also contributed into task of collecting feedback from retailers as Khois
supporter. Overall, the paragraphs below will describe in detail how we performed the first task, my role
as a supporter in collecting feedback, and how we dealing with conflict during operation.
(For the overview of our completed plan, which consists of tasks of all 5 members, please check the
summary table in the Appendix.)
As a leader:
In regards to the first task, I took responsible for the process of designing the drop box models, with the
support from Huy, Khoi, and Nam. First of all, I prepared a Minute of Meeting and then send it to the
supporters with the purpose of together discussing and brainstorming ideas relevant to the drop box
models. It not only looks nice but also has to be convenient for the customer to put the batteries in. As
the objective of this task is to have various models to choose so we made a number of models in paper
drafts then pick out 3 models which is accepted by everyone to get drawn on computer software. All of
these works were taken within only 1 day (as the objective).
During the process, the team members encountered many conflicts with each other since some given
out ideas were totally different. Khoi said that the drop box must be attractive by having a colorful and
uncommon appearance while Nam believed that the box should be decorated with green and yellow,
which are colors normally represent for environmental issues. They had argued with each other for
about 15 minutes and tended to have an endless disputation. As a leader, I did not want them to lose
their temper when discussing and waste time on a non-stop argument. I told them we would design
models based on both ideas, gather feedback from everyone in the company, even the retailers and
save the decision making for the last. Eventually, people were more preferred on Nams ideas so we did
choose that for the final model.
In the second task, I had the power to manage the process of collecting batteries from retailers stores,
the ones who allowed us to put the drop boxes in their stores (as the result of other members task,
which had been done before this task was taken). As the plan, we had to collect 100% all old batteries in
all drop boxes within one day, so I took with me 3 other members: Ha, Huy, Nam. As a leader, I
empowered them and allowed them to pick the areas which were most convenient for them to go and
collect, because I believed in their performance. Therefore Huy and Ha decided to take responsible for
the stores in Hai Bat Trung Dis while Nam was handling Dong Da Dis. Obviously I also had to involve in
this task by taking all stores around Cau Giay Dis. Every member was equipped a box to contain old
batteries. The fuel expense definitely was paid by companys fund. By empowering, I believe that those
followers would probably feel more convenient since this job was the most boring task.
As a follower:
I contributed in the task of collecting retailers feedbacks on design of the drop box following the lead of
Mr. Khoi. He gave me the task of running around Cau Giay Dis and collecting as much feedbacks as
possible but we expected to have above 85% of the feedback been good or even upper good. These
feedbacks would definitely help us to complete the drop box model.
As mentioned above, team working is like a double-edged knife, although we mostly took benefits of
working together all the time, we still found ourselves in some difficult situation which caused by team
working. Since we are a multi-skilled team, anyone can perform any task. Sometime the tasks were
shared out unequally between members so some people might feel unfair and be jealous of others. For
example, most of members did not want to take responsible for going to every store and collect all the
old batteries since it was extreme bored and tired. In order to improve this defect, we had to negotiate
with each other frequently; fortunately we all have experience in negotiation so this was not so difficult.
Definitely the tasks must always be reconsidered and divided in a fair way. Besides, since I was a leader,
I allowed them feel free to choose wherever and whenever they want to go, of course with limitation
(for example, due time).
Task 3.3 Review the effectiveness of the team in achieving the goals
In order to get better performance if we have more chance to work together in the future, we must
look back and evaluate what we have done through the entire project. More importantly, we not only
evaluate from our owned view but also using others framework, so the evaluation will be more
objective and more specific.
In self-reflection, we found that there were several things we did right and wrong during the whole
process. First of all, regarding to the negative points, the team did not response quickly every time we
had conflicts. Since we did not have an actual leader, in other words, leader position was just temporary
since it changed due to the one who mainly take responsible for the current task, it was quite hard for us
to follow different leadership styles. I personally believe that having a true leader would have helped us
to feel more secured and more concentration on the tasks. Secondly, not any one of us has leadership,
some were good, and some were bad at guiding. So having a leading position change all the time like
that also did not help us to perform better. Thirdly, the way we distributed the tasks was not actually
appropriate to every member, as a consequence of changing leader role to the one who lack of
leadership.
However, there were still some things we did well such as building a specific plan and time & labor
estimation at the very first place. The plan was prepared carefully and detailedly, thus we just had to
follow the plan and tried not to mess it up. More importantly, we got through all those problems just by
trust, an extreme critical element which allowed us to perform without negative considerations. Overall,
we still achieved the goals within given limited time (18 days) and labor resource (5 people) after all, so I
see it like a high effective and productive works of us.
Furthermore, we also used an effective teamwork self-evaluation form (uu.nl, 2011) to evaluate our
teams effectiveness. In general, this evaluation has sufficient criteria to measure note only the team but
also every single member. Following that form, the higher average points we get, the more effective we
were. In fact, we got around 4 points, which means our teams performance was good after all. Please
check the Appendix for the evaluation.
In conclusion, most of negative points came from having no leader who would take responsible for the
whole project. In order to improve this deficiency, we will vote for Nam, the one with highest leadership
and highest responsibility to take the role as guiding us.
Task 4.1 Explain the factors involved in planning the monitoring and assessment of
work performance
As all members in the team had to take responsible as a leader during their own tasks, they also had to
plan the monitoring and assessment of the works performed by their followers. As mentioned above, I
led 2 tasks which were: designing the drop box models and collecting old batteries from retailers stores,
Mr. Khoi was the one who supported me during the process of these works. Based on the 5 main steps
for assessing individual performance (Andre, 2013), I have planned my own process of monitoring and
assessment of Khois work performance
Set objectives: Everyone had to set objectives for their tasks when they got the role as a leader.
In regard to my tasks, I was responsible for designing drop box models and collecting old
batteries from retailers stores in Hanoi at the end of the period. So the objectives had to be:
Got at least 3 different models to ask for feedback and collect sufficient old batteries from all
stores, these must be done within 1 day. In general, the complexity of the task and provided
resources would probably cause impacts on how the objectives will be, but obviously these
objectives had support S.M.A.R.T
o Specific: these objectives were all specific
o Measurable: most of objectives in this project were measured by number of output or
the time-consumed to achieve that goal. In this case, 3 models of drop boxes and 1 day
time limit is measurable
o Achievable: With the support other members and empowerment from the temporary
leader, these objective were actually achievable.
o Result-oriented: These objective all set for getting as many batteries as possible.
o Time bound: As mentioned above, the time limit for both 2 tasks are 1 day.
Here I used S.M.A.R.T criteria instead of my own ones since it is very common and easy to build
up. As mentioned from the very first part, we did not have much time on this project, so these
kinds of process should be quick so we saved time for actual tasks.
Evaluate performance against objectives: After getting the works done, Khois performance
was evaluated by comparing against the mentioned objectives, so we would be able to know his
works were effective or not, based on how many models did get approved by people in the
company or how many time it took for him to collect 100% old batteries. Considering how
frequently the evaluation should be is also involving in assessment planning.
Gathering feedback from relevant members: In order to ensure that my evaluation was
objective and reflected the trust, I had to have conversation with others who directly involved in
the tasks with Khoi and gather their feedbacks on Khois performance. They would be the ones
who know exactly how did Khoi contribute to the job, how many ideas did he give out, how
many time he argue with others to make it better, and even how far did he travel to gather all
dead batteries. After that, I contrasted those feedbacks with my own, focused on common
things and tried to find more understanding if there is any opposite evaluation.
Plan and implement corrective actions: Depending on how the evaluation results were, we
would have different actions to develop or improve the performance. This was not totally about
how the performance was, but also reconsidering if the objectives were S.M.A.R.T or not, yet.
To sum up, having a monitoring and assessment plan in detail will not only keep the employees
performance as expected but also be able to detect their development needs, which will be discuss in
the paragraph below.
Task 4.2 Plan and deliver the assessment of the development needs of individuals
After the process of developing the plan for assessing and evaluating Kho i, this part below will
actually evaluate him based on explanation from the part above. Then we will find out which part
of him is still not good also we will have assessment of his personal development needs.
During the task of designing drop box models, Khoi has shown that he is good at communication
skills, and sometime be creative by give out number of usable ideas, however, he was too
aggressive when having argument. By seeing this through we can give him a chance to develop
these strengths for his further development, which the company will need it, by introduce him to
training opportunities. However, he does know nothing about performing computer works and not
always keep the right attitude during discussion. Computer skills can also be achieved by
participating in training course, but his attitude will need more time work with me in order to
change it in a positive way, in other words, be more assertive. In regards to the task of collecting
old batteries from stores around Hanoi within 1 day, fortunately he did not get bored but felt
completely excited with it since it is more like about communicate with people, nearly like when
he contribute into negotiation process. Thus he did finish the task well.
In order to train him, we could give him new project which required mostly communication skills.
It could help him improving himself and also make benefits to the firm. The duration of that
project could in from 2 to 3 weeks. Due to the computer training, it is not really necessary for the
company so he can have his training by self-funding.
In brief, Khoi generally is a good employee to the company. Additionally, his communication skills
are the potential skills and computer skills are the lacked skills that we need to help him to build
and develop in a right way, which the company will need them in near future.
CONCLUSION
In conclusion, this project of collecting old household batteries from customers was generally
successful due to our significant effort. This entire work is not only provide us a chance to
experience as a role of leader & manager but also bring benefits to the company and protect the
environment in the city of Hanoi from being harmed by dead batteries.
In the first part, through description of our tasks performance, we assessed the benefits of
working in a team, with common goals, different specific skills and a strong relationship. Each one
of us took responsible for a pair of tasks and performed as a leader during those tasks. By doing so,
we has demonstrated working as a leader toward goals and dealing with conflicts or difficult
situation. Review of my own reflection of our team is also included.
In the second part, the assessment process which consists of planning the monitoring &
assessment work performance, assessment of individual development needs and even evaluation
of assessment process.
10
APPENDIX
1013407124
1013107085
1013107064
1013107062
1013107034
Address
Contact
Mr. Anh
2.
Agree
to host
Yes
Mr. Linh
No
3.
iConcept+ Store
Mr. Tu
No
4.
5.
6.
Metro Supermarket
Convenient Store
Fivimart
Mrs. Nhan
Mr. Nghia
Mrs. Le
Yes
Yes
No
No permission
7.
8.
9.
10.
215 Nguyen
Phong Sac
402 Hoang Quoc
Viet
Pham Van Dong
38 Hong Mai
96 Hoang Quoc
Viet
173 Cau Giay
117 Cau Giay
335 Cau Giay
54 Tran Quoc
Hoan
Mrs. Tri
Mr. Tam
Mr. Tu
Mr. An
No
Yes
Yes
No
No.
1.
Comment
No permission
11
PARTICIPATION
1. Attendance
2. Preparation
3. Active participation in consultation &
discussion
4. Responsibility: talking the initiative/being
cooperative
TEAMWORK & COMMUNICATION
5. Fair distribution of workload, meeting
ones commitments
6. Time management: planning and
monitoring
7. Communication (listening, feedback,
argumentation)
8. Structured consultation (proper
allocation of tasks chairperson and
minutes secretary)
9. Internal communication
PROBLEM-SOLVING SKILLS
10. Gathering, contributing and using
information
FURTHER QUALITIES
12. Gathering, contributing and using
information
13. Independent judgement
12
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
0.___Not Happening
1.___Just Beginning
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
0.___Not Happening
1.___Just Beginning
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
13
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
0.___Not Happening
1.___Just Beginning
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
6. Feedback from the assessment process is used to support decision
making.
0.___Not Happening
1.___Just Beginning
2.___Effective
3.___Very Effective
4.___A Role Model
___Dont Know
14
A Design drop
box models
Aggregating
data from
the
employees
Objective
Measure
Support
required
Deadline
Various
models to ask
for feedback
Done 3
different
models
within 1
day
75%
amount of
employees
approved
Support
computer
software for
designing
17/11/2013 None
at least 4
different
types to
choose
85% of
feedback
are above
good
At least 10
price
quotation
Reach the
required
percentage of
approved
employees
votes for the
drop boxes
design
C Import raw
Get
materials
agreement on
the boxs
material
D Collecting
Good store
feedbacks
feedback on
from retailers design of
boxes
E Contact
Contact and
manufacturer negotiate with
box
manufacturers
Task
Duration Results
required (day)
1
Done
In
Comment
charge
on
/Leader report
Truong Huy
Approval
18/11/2013 A
from Ms. Tran
Achieved
Ha
Nam
support fee
for
researching
18/11/2013 A
Achieved
Huy
Ha
Feedback
collector
involves
19/11/2013 B, C
Achieved
Khoi
Truong
Agreed on
making a
contract
Huy
Ha
Appointments 23/11/2013 D
from ms Suzy
Tran
15
Listing
potential
retailers
List 50 the
potential
retailers(high
batteries
sales) for
dropping box
Prepare all the
necessary
documents for
contacts
The rate of
collected
battery /
sales
battery:
50%
short /
sufficient
Information
of the stores
sales on the
Internet
H Negotiate
with retailers
in Hanoi
Sign up at
least 25 stores
Introduce to
top chains
from Suzi
Collect old
batteries
from stores
Collect
sufficient old
household
batteries
5 people
involved, 5
stores per
member
Got all old
batteries in
1 day
Classify
batteries
Classify
different kinds
of depleted
batteries from
the retailers
G Prepare
documents
21/11/2013 D
50
potential
shops
chosen
Ha
Nam
23/11/2013 F
Khoi
Truong
1/12/2013
G, E
Get all
contacts of
the
retailers
and the
prepared
documents
25 stores
signed
Nam
Khoi
0%
approval from 3/12/2013
percentage retailers
of battery
in wrong
box
Huy
Khoi
16
REFERENCE
Andre, J. M., 2013. WLP Performance Evaluation, Hanoi: National Economics University.
BPP, 2010. Working with & Leading People. London: BPP Learning.
UAC, n.d. Academic Department Self-Evaluation of Assessment Process. [Online]
Available at: http://www.provost.wisc.edu/assessment
[Accessed 2013 12 3].
uu.nl, 2011. Evaluation form (fellow students) Effective teamwork. [Online]
Available at:
http://www.uu.nl/SiteCollectionDocuments/REBO/REBO_USE/REBO_USE_OSZ/form%20Effective%20Te
amwork.pdf
[Accessed 1 12 2013].
17