TLIG3002 – Document and review work team/group tasks Copy
Element 4: Document and review work team/group tasks
4.1 – Necessary documentation related to job planning and progress is completed and recorded in accordance with statutory, manufacturer and enterprise requirements
By the end of this chapter, the learner will be able to:
- Recognise documentation related to job planning and progress
- Determine how to complete documentation related to job planning and progress, according to statutory, manufacturer and enterprise requirements
- Identify how to record documentation related to job planning and progress, according to statutory, manufacturer and enterprise requirements.
A range of workplace documentation and records will need to be completed and maintained during the course of business. These will be required to coordinate work tasks and for the administration of your organisation’s business activities. They provide the evidence and proof that task steps and work activities have been completed. Documentation is needed for organisational business reporting and as a source of knowledge and reference for work personnel.
Task documentation may include:
Purchase order forms
Shipment/delivery order sheets
Special licences/documentation for certain goods.
Your organisation will require that work documentation is filled out and completed at the correct times during the task. This must be carried out according to statutory, manufacturer and the enterprise requirements.
This means that documentation must comply with legal requirements, for example, completing a declaration of goods or using the correct labelling for hazardous goods. It also means that documentation must be completed to provide a record for the manufacturer and organisation.
Standards that will need to be upheld for documentation requirements include:
Making clear and accurate records
Ensuring that records are legible and in plain English
Only using approved abbreviations, terminology and symbols
Using black ink that cannot be erased
Including date and time of entry, using 24-hour clock method
Including name of author and signature (or electronic alternative)
Making records as soon as possible after an event
Following data protection and security of information practices, this includes not using personal information of other people unless absolutely necessary.
Recording completion of work
Workplace records must be accurate and provide evidence and accountability of the work that has been done. Different team/group members may be required to complete documentation and records as they carry out their particular activities. All team/group members must be fully informed and trained to use and complete the relevant documentation and workplace records.
Records on computer systems must be accessible so that records can be made as events transpire; this prevents forgetting or misreporting important information. Procedures and methods to record work should be clear to all employees; this is so that using workplace technologies is not seen as a barrier for completing records. Technologies will include automatic notifications which may be sent to other work personnel; therefore, it is imperative that records are made correctly so that information is accurate.
4.2 – Outcomes of team/group task activities are compared with planned objectives, task instructions and specifications to ensure all requirements have been met
By the end of this chapter, the learner will be able to:
- Compare outcomes with planned objectives, task instructions and specifications
- Determine from planned objectives, task instructions and specifications if all requirements have been met.
After task completion, the outcomes of team/group task activities can be assessed to check if the task was successful. This allows you to confirm if the outcomes followed the planned objectives, task instructions and specifications, and whether all requirements were met. It is important to verify that work has been completed correctly, legally and to the expectations of all parties; this so your end-customer/client receives goods/services at the required standard.
To assess the task outcomes, you should check workplace documentation and records to determine the progress and completion of the task by the team/group members. Once you are aware of how activities were performed, you will be in a better position to speak with the team/group and relevant others.
You may want to assess:
If plans and schedules were followed
If timelines were met
How team/group members worked as individuals and together
Whether team/group members handled their responsibilities
If modifications to the task were required and how this was managed
If difficulties or problems were experienced.
You can conduct a team de-briefing or meeting to discuss task activities and to compare planned activities against the tasks that were carried out by the team/group. By working together, you can better understand how and why steps were carried out as they were. There may be internal or external influences to consider, for example, a department meeting that delayed processing the order by one day.
You may also want to obtain and review feedback that has been gained from the team/group and any other persons involved in the task. Reading and assessing feedback and workplace documentation will help you to understand whether the task was completed as expected.
Reviewing and evaluating the task outcomes will help you to identify if improvements are required in any processes, and if so, what areas this will apply to.
As a result of your work and task evaluation with the team/group, you may identify specific improvements to services that can be made. This may include quicker processing of orders, more efficient despatching or providing despatch notifications to customers.
Areas for improvement can include:
Team/group members’ skills – filling in gaps on team/group knowledge
Communication processes or methods – to improve the speed and efficiency of work
Resource allocation and use – to help team/members work more efficiently
Workflow processes – to support the demands of business.
It is only through building on your experiences of working with teams/groups that you will be able to determine if improvements are possible and feasible to suggest.
Recommending improvements will need to be taken up with management; you will need to provide reasons for making improvements and explain what the benefits are.
Continuous improvement in the workplace means that employees and work processes are constantly being assessed for opportunities to make improvements. This helps an organisation to further its business opportunities, increase work output and even build on its reputation as a desirable employer.
Strategies to implement continuous improvement processes may include:
Regular team/group meetings to discuss and evaluate working processes
Training and mentoring programs to build on employee skills
Employee performance and appraisals
Adopting organisational philosophy that embraces development and change.