Lead continuous improvement systems and processes
1.1 Develop strategies to ensure that team members are actively encouraged and supported to participate in decision-making processes, assume responsibility and exercise initiative as appropriate
Participating in decision making processes
- If staff members are encouraged to participate in decision making processes then they will be more likely to take ownership and accept accountability
- It is important for the staff members to feel that they have your full support and that their jobs won’t be at risk if wrong decisions are taken
- There should be opportunities for the staff members to make decisions about aspects of work that they are directly related with.
Assuming responsibility
- It is important to speak with those people who are reluctant to assume responsibility
- You might identify the need for adjustments or praise as a means of encouraging the employees to take greater responsibility
- It will be necessary to clearly clarify the responsibilities of each individual employee
- You should refer to their job descriptions and ensure that their expectations are clearly stated and understood.
Exercising initiative
- It will be important for employees to exercise an appropriate level of initiative
- They should be prepared to make decisions which involve an element of risk
- You should arrange regular meetings and consider other means of encouraging employees
- It will also be necessary to praise positive contributions and ensure that the best ideas are implemented.
Activity 1A
Lead continuous improvement systems and processes
1.2 Establish systems to ensure that the organisation’s continuous improvement processes are communicated to stakeholders
Communication systems:
- Forums and meetings
- Newsletters and reports
- Policies and procedures
- Electronic communication devices
Continuous improvement processes that may be addressed:
- Cyclical audits and reviews of workplace, team, and individual performance
- Evaluations and monitoring of effectiveness
- Modifications and improvements to systems, processes, services, and products
- Policies and procedures that allow an organisation to systematically review and improve the quality of its products, services, and procedures
- Seeking and considering feedback from a range of stakeholders.
Stakeholders may include:
- Business or government contacts
- Funding bodies
- Individuals within the work team
- Internal and external contacts
- Organisation’s clients and customers
- Professional associations
- Senior management and board members
- Unions and employee groups
Activity 1B
Lead continuous improvement systems and processes
1.3 Ensure that change and improvement processes meet sustainability requirements
Sustainability requirements may include:
- Addressing environmental and resource sustainability initiatives
- Applying the waste management hierarchy
- Complying with regulations and corporate social responsibility considerations for sustainability
- Determining organisation’s most appropriate waste treatment
- Implementing ecological foot-printing
- Implementing environmental management systems.
- Implementing government initiatives, e.g. Australian government’s Greenhouse Challenge Plus
- Improving resource and energy efficiency
- Initiating and maintaining appropriate organisational procedures for operational energy consumption
- Introducing a green office program (a cultural change program)
- Introducing green purchasing
- Introducing national and international reporting initiatives, e.g. Global Reporting Initiative
Sustainability requirements may include:
- Introducing product stewardship
- Reducing emissions of greenhouse gases
- Reducing use of non-renewable resources
- Referencing standards, guidelines and approaches, such as sustainability covenants, and compacts or triple bottom line reporting
- Supporting sustainable supply chain
Activity 1C
Lead continuous improvement systems and processes
1.4 Develop effective mentoring and coaching processes to ensure that individuals and teams are able to implement and support the organisation’s continuous improvement processes
Coaching and mentoring
The following aspects will be important:
- The person receiving the coaching or mentoring should feel comfortable sharing ideas with the coach or mentor
- The coach or mentor should be a person that can be trusted
- The coach or mentor should be familiar with adult learning principles
- The coach or mentor should be experienced in what they are coaching or mentoring in
- The situation should be approved by management
The following aspects will be important:
- Time should be allocated to dedicate to the coaching or mentoring process
- A “Mentoring or Coaching Agreement” should be entered into by both parties
- Information that is confidentially shared between the parties should remain so
- The relationship should remain professional at all times.
Activity 1D
Lead continuous improvement systems and processes
1.5 Ensure that insights and experiences from business activities are captured and accessible through knowledge management systems
Knowledge management systems may include:
- Best practice transfer
- Communities of practice
- Cross-project learning
- Expert directories
- Knowledge brokers’ knowledge mapping
- Knowledge repositories
Knowledge management systems may include:
- Measuring and reporting intellectual capital
- Mentoring
- Post-project reviews
- Proximity and architecture
- Storytelling
Activity 1E
Monitor and adjust performance strategies
2.1 Develop strategies to ensure that systems and processes are used to monitor operational progress and to identify ways in which planning and operations could be improved
Strategies may include:
- Clarification of roles and expectations
- Communication devices and processes, such as intranet and email communication systems
- Long-term or short-term plans that factor in opportunities for team input
- Mentoring and ‘buddy’ systems
- Performance plans
- Reward and recognition programs for high performing staff
- Training and development activities.
Operational progress may refer to:
- Customer service indicators
- OHS indicators
- Productivity gains
- Success in meeting agreed goals and performance indicators.
Activity 2A
Monitor and adjust performance strategies
2.2 Adjust and communicate strategies to stakeholders according to organisational procedures
Communicating recommendations for adjustments
Organisations that provide a transparent framework for staff and customers alike are more likely to develop trust, reliability, and a sense of strength in the workplace
The more aware staff members are of changes in the workplace, policies, systems and anything else that could affect them, the more likely they are to take accountability and responsibility for their actions.
Ways in which the information can be communicated:
- Regular meetings with staff
- Regular meetings with clients
- Newsletters
- Blogs
- Emails
- Face to face meetings.
Activity 2B
Manage opportunities for further improvement
3.1 Establish processes to ensure that team members are informed of outcomes of continuous improvement efforts
Keeping team members informed
It will be necessary to update staff members on the progress and success of continuous improvement
They should be informed of the positive aspects and further improvements that could be made in their own work
The outcomes of continuous improvement may also be measured against established performance indicators and then communicated to the team members.
Opportunities for discussions about continuous improvement:
- General meetings
- Training and workshops
- One-on-one meetings
- Informal workplace tours.
Activity 3A
Manage opportunities for further improvement
3.2 Ensure processes include recording of work team performance to assist in identifying further opportunities for improvement
Manage opportunities for further improvement
3.3 Consider areas identified for further improvement when undertaking future planning
Recording of work team performance may include:
- Annotated performance plans
- Quantitative data, such as production figures
- Recommendations for improvement
- Records and reports.
Appropriate means of evaluation
Questionnaires and surveys may be issued to find out whether your continuous improvement strategies are having the desired effect
Members of the workforce may have realised the benefits of continuous improvement methods. However, they may also have ideas which could be implemented for greater efficiency
Thorough evaluation is bound to result in the identification of further opportunities.
Considering areas for further improvement
It is likely that you will identify a variety of further improvements when reviewing the impact of the initial change process
You should refer to established objectives and key performance indicators for the measurement of any success that has been achieved
It should be possible to incorporate any identified areas of further improvement and restart the continuous improvement process.
Activity 3B
Summative Assessments
- Summative assessments consist of:
- Skills assessment
- Knowledge assessment
- Performance assessment.
Your assessor will provide you with further guidance on how and where to complete these assessments.
Summary and Feedback
- Did we meet our objectives?
- How did you find this session?
- Any Questions?
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