EMPLOYABILITY SKILLS

TOPIC 1: Conduct Self-Management

Introduction

In this unit, trainees will train on how to formulate a personal vision, miss

ion, and goals, manage emotions, evaluate and monitor individual perfor

mance, develop assertiveness and be accountable and responsible for their

own actions. In addition, trainees will train on time and goals managemen

t and identification of their strength and weakness at the place of employ

ment.

Definition of key terms

Personal Objectives: This refers to job-specific goals of each individual e

mployee when completed at the individual level. Managers may add more

objectives specifically designed to maximize their efforts. This goal is to

achieve quantity and quality of efforts between individuals and the team.

Self-esteem: This is an individual subjective evaluation of their own wort

h encompassing beliefs about oneself as well as an emotional state such a

s triumph, despair, pride and shame. Self-image: The idea one has of one’

s abilities, appearance, and personality.

Assertiveness: This is a skill that allows someone shows confidence abou

t what they believe at the place of work.

Self-management: Involves understanding yourself, understanding your i

nterests and abilities, having a positive attitude and grooming yourself in

order to develop self-

Personal vision, mission and goals

1. Personal vision, mission and goals

Personal vision, mission and goals are formulated based on potential and

in relation to organization objectives

Personal vision is a picture of what and where you want to be in life. Dev

eloping of personal vision is a vital step for identifying development need

s and taking action to address them to achieve career goals. Personal miss

ion is the statement that helps one to further define their purpose and wha

t they seek to achieve. It is a tool for making difficult decisions and a fra

mework of how you want your life to be. It is used in expressing a perso

n’s life purpose, motivation, values and inspiration. This statement is imp

ortant in helping one identify reasons for one’s choices and behavior at pl

ace of work or in life generally.

Steps in formulating personal mission statement

Mission statements may vary depending on individual, area of specializati

on and desired organization. One could use the following steps to formula

te a simple mission statement.

 Determine one’s ideal self

 Examine the lives of others who are your role models or you admire

 Consider your legacy

 Determine your life purpose

 Clarify your skills, talents and abilities

 Define specific personal goals

 Craft your mission statement

To find happiness, fulfillment and value in living. I will seek out and exp

erience the pleasures and joys that life offers. My core values are not limit

ation but exploring all possibilities that ensures life success. I derive my g

reatest joy from being respected and admired by friend’s family and fello

w workmates.

Personal Goals

Personal goals provide a long-term direction and short-term motivation fo

r individuals in what they want to achieve. These are very specific statem

ents of what an individual wants to achieve in career, academics, life or s

piritually. Personal goals are formulated from an individual knowledge, a

vailable resources and skills.

They are time bound such that one can set specified time of achieving the

goals. Setting in personal goals is key in helping one keep sight of their pr

ogress in life and at workplace. One can formulate different goals to achie
ve various purpose in life. Such areas that one can formulate personal goa

ls for are;

 Academic Spiritual Career

 Ethical Physical

 Academic personal

Example of a personal goal is

“I want to become a nationally recognized sportsperson”

Manage emotions as per workplace requirements

1. Manage emotions as per workplace requirements

Emotions are managed as per workplace requirements

Emotional management at place of work is important. This goes a long

way in one being able to understand their emotions, control reactions and

recognize the effect of their emotions and action on others. People

experience various emotions at place of work. These keep changing based

on the situation. Five common emotions people handle at work include;

frustration, dislike, anger, feeling low, and insecurity.

Management of Anger at place of work

Anger takes many forms such as slamming doors and yelling etc. It is

important to note that anger is not physical. Anger can be caused by

feeling of being undervalued at place of work, differences in opinion and

tensions when one cannot express themselves. The following are common

forms of anger at place of work:

 Being excessively critical of others Berating or bullying others

 Being abrupt and dismissive Being cynical and sarcastic

 “Sabotaging” other people’s work indirectly; for example, by being

consistently late to meetings, responding late to messages or not

sharing information.

Anger sometimes is a symptom of fear, insecurity, depression or even

substance abuse. Unless anger is managed it can be misdirected to our

work or close family members without realizing it.

Many of us, after a bad day at work, have gone home angry and then

erupted in an angry outburst at a partner or a family member.

Management of anger at workplace is vital in enhancing relationships and

avoiding conflict.

Methods of managing anger

When anger is expressed in an unhealthy way it ends up destructing

everyone else at place of work. The following are ways one can use to

ensure they control anger:

 Observe professionalism at place of work: These will include

engaging rational problem solving and maintaining a positive attitude

to work and interaction with people at the place of work. Be careful to

 separate personal matters from official one to avoid overindulgence in

unprofessional behaviors such as gossip.

 Avoid getting personal. Take in a deep breath.

 Take a healthy break if under pressure. Listen to your favorite music.

Effects of unmanaged anger

 Affects team productivity.

 Relationships, and physical and emotional well-being. Demoralizatio

n of team.

Insecurity

Change and the feeling of loss of control often trigger or make one feel ne

rvous or insecure at work. Insecurity at work affects self-confidence. Ther

e are various things that can make one feel insecure at place of work e.

 Hearing a new downsizing rumor.

 Finding out a new manager is going to lead the team.

 Being assigned to a new project or area of responsibility. Learning the

company may merge with another company.

With so much change in our everyday work world, it’s no wonder that ma

ny of us feel more worried and insecure than ever before.

Managing insecurity at place of work

 One can ensure that they are constantly developing their skills to lesse

n instances where one feels insecure.

 Maintain professionalism to avoid collecting rumors.

 Being positive and ready to changes within the organization such as n

ew management and uncertainty.

 Ensuring that you are constantly networking to scout for new opportu

nities. Having clear personal goals in career development.

 Ensuring the terms of employment are clear.

Dislike

In normal circumstance the places of work will have many people with di

fferent personalities, beliefs and values. Sometimes one might find thems

elves working with or reporting to people whom they dislike for one reas

on or another. At place of work it is important to know how to work effec

tively and productively with people we dislike. One should be able to rem

ain calm and avoid confrontation with the people they dislike. Avoid bein

g personal.

Feeling Down

Everyone feels “low” or has a bad day now and then. When we feel dow

n, we may:

 Have low energy to work.

 Worry more than usual.

 Feel distracted or guilty about time away from family and friends. Fee

l disappointed or unhappy.

 Just not feel “up” to doing a full load of activities.

Feeling down affects work productivity and can land someone into big pr

oblem. There are various reasons for feeling low for example;

 A prolonged feeling of despair, worthlessness and personal feeling do

wn can be a response to a setback such as not being recognized for an

achievement at work or being overloaded.

 Some people feel down after they’ve finished an important or especial

ly exciting project and return to more ordinary tasks.

 Others feel low because of circumstances in their personal lives. Most

people bounce back from these occasional “blues.” But left unchecke

d, feeling down can interfere with productivity and with relationships

with co-workers.

It’s important to keep in mind that a prolonged period of feeling low, or f

eelings of worthlessness and despair, can be a sign of depression, which s

hould be treated with professional help. To manage such emotions, one sh

ould;

Go for leave if they have one and engage in exciting supports or activities

they like. Play a favorite music.

Avoid people who discourage you.

Importance of emotions management

 Enabling employees handle changes and challenges at all jobs.

 Emotions control enables employees to adjust to changes like new bo

ss or coworker.

 Enhances working in a team

 Improves handling conflict with customers and coworkers.

Ways to manage emotions

To manage emotions effectively one needs to be aware and recognize

their emotions and feelings. It is also important for one to be

knowledgeable on what triggers their emotions.

Emotions often have a positive impact at work. Learning to manage our

most challenging emotions takes effort, but the payoff is big. The

following are ways used in managing emotions at place of work.

a) Learn to express your emotions in appropriate ways

Allow yourself to deal with difficult feelings in the appropriate ways for

the work place. If you feel angry, take the time to consider what may

have triggered the feeling and consider actions you could take to diffuse

such a situation in the future. You don’t need to pretend you’re not
feeling the way you are, but you do need to deal with the emotions so that

they do not affect your interactions with others.

b) Recognize your emotions

Recognize your emotions in their early stages, before they feel out of

control. By reviewing your day’s activities and the feelings that were

triggered by them, there’s a good chance you will discover the source of

whatever difficult feelings you may have experienced. If writing things

down helps you clarify your thoughts, you might try doing this as you’re

reviewing your emotions and the work circumstances when they

occurred.

c) Give appropriate feedback to clear the air

For example, if a co-worker has said something in a meeting that

offended you and this is bothering you; talk with the person about it,

preferably soon after the event but in private. Be matter-of-fact and focus

on what was said or done and how it made you feel, without attacking the

person individually. Remember, even though expressing your emotions

can be useful, it’s never appropriate to do so at work by yelling at or

demeaning others.

d) Remember how you managed a problem in the past

If an event at work: like a conflict with a co-worker or an unusually

stressful workload is triggering an emotional challenge, consider how you

overcame a similar problem in the past. What worked? What didn’t?

e) Problem-solved by writing it down

This can be especially helpful if a problem is keeping you awake at night.

If you are having an ongoing conflict with a coworker, you might write:

“Every time we talk, even about unimportant things, we end up arguing.

Maybe I did something to offend him once but don’t know it. Maybe ask

him out for lunch and find out.” This can help you come up with

strategies, and can keep the problem from distracting you.

f)Seek support from your company’s employee assistance program (EAP)

or the program that provided this publication

Talking to a professional can help you gain perspective on problems and

come up with solutions as well as specific techniques that will help you m

anage your emotions more effectively.

g) Build up your emotional resilience

Pay attention to your overall physical and psychological health by eating

well, get enough sleep, and exercise regularly. If you’re well-rested, well-

nourished, and physically strong, you’ll have more energy to meet emotio

nal challenges. This will help keep you “emotionally resilient” and help y

ou feel more in control of your emotions and your life.

h) Maintain support systems outside of work

Talking honestly about your concerns with close friends or your partner c

an help reduce your anxiety and keep problems in perspective. Choose so

meone you trust who knows you well enough to give you honest feedback

when you need it.

i) Cultivate interests outside of work

These include activities with good friends. Remember, not all satisfaction

comes from work accomplishments.

Develop and maintain assertiveness based on the requirements of the

job.

1. Develop and maintain assertiveness based on the requirements of the

job.

Individual performance is evaluated and monitored according to the agree

d targets.

To manage individual performance at place of work one needs to have cle

ar goals and expectations. Record what you are expecting from your work

and what the organization expects from you. Maintain a personal work ac

hievement diary where you could be checking on achieved goals. It is im

portant to review your expectation periodically to ensure that you are perf

orming well. Steps of managing individual performance are:

 Start your development plan early.

 Communicate your plans to your manager or supervisor/ mentor or an

y relevant stakeholder in the area of your profession.

 Get to know the advancement opportunities that are available and adh

ere and strive to achieve them.

 Seek feedback or a pulse check on the performance of your current po

sition.

1.3 Assertiveness is developed and maintained based on the requirem

ents of the job.

Assertiveness is a very important communication skill, used in ensuring o

ne voice is heard and the way they feel about something is understood. Th

is is not about having your own way but being clearly understood in your

goals and objectives towards achieving organization goals.

Assertiveness includes and it is not limited to;

 Taking responsibility for yourself.

 Being unafraid to ask for help and support when you need it.

 Being able to say what you think/feel without losing your temper. Sta

nding up to difficult people.

 Being able to give and receive feedback.

 Knowing its okay to say ‘no’.

How to be assertive

Principles to help you be more assertive;

 Always ask questions about anything you don’t understand.

 Think first, react second – it’s hard to do both simultaneously.

 Don’t say ‘yes’ just to please someone, when you really mean ‘no’.

 Maintain eye contact during conversations.

 Be clear and specific about what you want to say – stick to the point

and don’t make it personal.

 Be polite, but firm.

 Give praise where it is due.

 Explain the advantages or benefits of what you are talking about.

Demonstrate accountability and responsibility for own actions

1. Demonstrate accountability and responsibility for own actions

-Accountability and responsibility for own actions are demonstrated. Acc

ountability is about being reliable, prepared, and setting clear goals and st

andards of how and what you seek to achieve at place of work. It is impor

tant in ensuring one does not lie. Taking responsibility is ensuring you are

able to deliver what is expected of you at place of work.

- Self-esteem and a positive self-image are developed and maintained. Sel

f-esteem is the extent to which a person believes that he /she is a worthwh

ile and deserving individual. Self- esteem is crucial in developing one’s e

motional stability. Developing a positive and strong self- esteem is affects

behavior in organizations and social settings. A person with high self-este

em is likely to take risks in job selection, seek out high status occupation t

han those with low self-esteem. Employees with low self-esteem are easil

y swayed by the opinions of other workers than are employees with high

self-esteem. They also set lower goals for themselves than do employees

with high self-esteem. High self-esteem is positively related to achieveme

nt and a willingness to expend efforts to accomplish tasks.

Strategies for developing and maintaining self-esteem at work

 Select work/jobs that are in your passion Keep a record of your achiev

ement

 Avoid negative thinking

1.5 Time management, attendance and punctuality are observed as p

er the organization policy.

Being habitually late or failing to report to work is not a personal and a pr

ivate thing at place of work. It affects workplace in achieving its objectiv

es. It is important for one to know the official reporting and leaving time

so that they are able to attend to work punctually. In case one has an emer
gency or cannot be reporting to work on particular day’s one need to form

ally place a requisition for permission to be absent according to organizati

on policy. This should be signed by the supervisor at the place of work. A

void faking illness so that you miss work it is unethical.

1 Self-strengths and weaknesses are identified as per personal objecti

ves Identification of one’s weakness and strength is done when one is abl

e to know about what they can do well and what they cannot do well. Thi

s is important in enhancing peoples work performance. To be able to und

erstand one’s weakness and strength is called self-awareness. Self-awaren

ess allows one to know their inner strength and weakness, hidden talents,

skills and even weakness. Self-strength and weakness enable one to under

stand what they can do better and what they need to improve on. This skil

l is required at workplace for good performance and development of train

ing needs to enhance the weak areas.

Identifying strengths

 Take time off to think about what you do well. Think of anything that

you are always good at.

 Think about what others appreciate about you.

Identifying weaknesses

 Point out the areas where you struggle and what you find difficult to d

o. Look at the feedback you receive from others.

 Be open to feedback and accept your weaknesses without feeling smal

l about it. Look at it as an area of improvement.

Questions on what are my strength

 How am I different from others?

 What do I do better than others?

 What do other people admire in me?

 What makes me stand out?

Questions on what are my weakness

 Where do I worry and struggle?

 Where, how and why do others perform better than me?

 What advice for improvement do I often receive from others?

Conclusion

At the end of the training learners should be able to demonstrate skills

and knowledge in conducting oneself appropriately at place of work. The

trainees are equipped with knowledge and skills to manage emotions,

maintain attendance, punctuality and accountability at place of work. The

trainees should be in a position to identify their strength and weakness.

TOPIC 2 - INTERPERSONAL COMMUNICATION

Introduction

On completion of this unit, you should have knowledge and skills for

interpersonal

communication such as listening and understanding, writing of audience

needs, negations, identification of internal and external customer needs

and application of persuasion at workplace.

Training on interpersonal communication is important in enhancing

effective communication and a requirement for place of work. In any

workplace, interpersonal communication is necessary and key to develop

and foster working relationships and contributes generally to increasing

organizational productivity and enhancing teamwork.

Definition of key terms

Audience needs: This refers to the needs, want, conditions or gaps in

knowledge and skills the audience have and those that they may require.


Communication network: These are the channels or patterns in an

organization through which communication flows, and they can be

informal or formal.

Communication structure: Refers to the pattern in an organization

through which

interactions exist. In organizations, communication structure is important

in management functions

Internal customers: A customer directly connected to an organization an

d involves stakeholders, employees and even shareholders. They may als

o include creditors and external regulators. 

External customers: They are those customers that see an organization

or company as providers of products and services that they need. They ar

e customers that the organization designs product for.

Demonstrate listening and understanding as per communication

policy

1. Demonstrate listening and understanding as per communication policy

Listening and understanding is demonstrated as per communication polic

y Interpersonal communication is the process by which people share, exc

hange and receive information, feelings and meaning either verbally or no

n-verbally. Interpersonal communication involves face to face.

Listening

Refers to the process of receiving aural stimuli (Devito, 2012). Listening i

s an active process of receiving and interpreting open message by a purpo

seful listener. Listening skills: Involves ability to actively understand and

act upon a message. It also entails giving feedback, asking questions and

purposefully exchange information.

Levels of listening:

1. Reception: This is hearing without attending to the surrounding sound

s or noises. This happens when the speaker is taking his/her turn and l

istener listening.

2. Attention: Listening without effort to relate or understand what is said

for example listening to a song without even understanding the messa

ge.

3. Focusing: This is the lowest level of active listening whereby isolated

fact and details are attended to without any organizational plan.

4. Integration: Relating new information to old learning such as learning

new methods to solve problem or find new solution.

5. Interpretation: Bringing together and attaching new meaning to the inf

ormation.

6. Implication: Applying information to personal experience and using it

to perform a task or respond to a given situation.

7. Evaluation: Evaluation involves judging the accurate and relevance of

the information to the situation.

Listening skills are important in the workplace. Poor listening occurs dail

y and can result to loss of profit, job, relationship or even life (Friedrich,

D’itair & Sharer, 2009). Skills in listening and understanding can lead to i

mproved personal and professional success.

Demonstrate writing to the needs of the audience as per

communication policy

1. Demonstrate writing to the needs of the audience is as per

communication

policy

Writing to the needs of audience is demonstrated as per communication p

olicy

Audience refers to one or more persons who come purposefully to listen t

o the speaker. They may listen, respond or ask questions. It is important t

o know and understand the audience who help to determine your strategy

as a speaker.

Types of audience

1. Friendly audience: The purpose of writing or communicating to them

is to reinforce their beliefs and practices.

2. Apathies: This type of audience needs to be convinced of that which

maters for them first.

3. Uninformed: The requirement for this type of audience is educating

them first before proceeding to the course of action.

4. Hostile: This type of audience needs to be respected and their

viewpoints considered thereafter which you may listen to them. For

instance, a speaker or the message can be framed as, “based on this

information, I implore you to change”. Before seeking for change,

their views must be understood.

Audience needs

This refers to a need, want, condition, or gaps in knowledge and skills the

audience has or may require. Effective communication begins with

audience determination and their needs. This is important in developing

the message in the ways they are likely to listen, engage and act in

response. The audience needs to be informed through proper conveyance

of the message, to be captured which will capture their attention and

interest and to be inspired. This will fulfill their expectations and impact

them.

Demonstrate speaking, reading and writing as per communication

policy

1. Demonstrate speaking, reading and writing as per communication

policy

Expectation - Speaking, reading and writing is demonstrated as per

communication policy

Speaking

This is to develop a language through the mouth. This creates sounds

through which information can be conveyed. Speaking outlines the ability

to inform and persuade others.

Public speaking

Public speaking entails speaking to a larger audience. It involves a single

speaker and a group of listeners. Public speaking is an important skill and

yet dreaded by many people. It can have an impact on the speaker who
has acquired the public speaking skills. The aim is to win over the crowd,

motivate people and inform them.

Public speaking is important in leading things such as career,

development, business growth and relationships with other people. Public

speaking increase self-confidence makes one confident around others,

effective communication, and professional growth.

Reading

According to Smith (2004), reading is an interaction between the reader a

nd the author. Readers read to get information and thus should be able to

understand the printed or written words, signs and letter then attach meani

ng to them. The purpose of reading is;

 Pleasure or entertainment. 

 Acquiring general information. 

 Get directions and instructions. 

 Academic purposes.
Reading effectively entails strategies that will save time, acquire and retai

n more information. Such includes preview text to get an overview. This i

s about getting an idea of what the text is all about without actually readin

g the main text body. Previewing is done by reading;

 Title and author details. 

 Abstract. 

 Main heading and subheading. 

 Illustrations, graphs, tables. 

 First sentence of each paragraph.

Skimming

Involves running your eye quickly over text to pick the main ideas and wi

thout paying attention to details. Skimming is done through;

 Noting any bold print. 

 Reading quickly over text. 

 Reading just few words. 

 Familiarizing with reading material.

Scanning

This is sweeping eye over text to find specific information. Aim is to quic

kly locate specific information. Scanning is done through identifying text

that need to be read, moving quickly over to a page, and then slaving to re

ad relevant information.

Intensive reading

This is the detailed study of the important parts of text material - book, no

vel, etc that is done through;

 Staring at the beginning. 

 Highlighting and making brief point. 

 Maintaining main ideas. 

 Noting bibliographic information.

Writing skills

Writing involves language, symbols and graphics to represent informatio

n. The thoughts, ideas and information to be related are put into a readabl

e form. Writing skills involve the ability to convert through ideas and info

rmation into a readable form.

Writing skills form an important part of communication and enable one to

reach a large audience than in a one to one communication; the better the

writing skills the better the impression in the message.

When in the part of listener, writing will enable you remember the import

ant points. Writing can involve taking notes or preparing a speech to deliv
er. In attaining writing skill, one is able to explain ideas for others and pre

sent them.

Demonstrate negotiation skills as per communication policy

1. Demonstrate negotiation skills as per communication policy

Expectation - Negotiation skills are demonstrated as per communication p

olicy

The ability to influence and persuade others is the core of successful busi

ness. This depends on the ability to communicate effectively and build rel

ationship for business growth and organization improvement. Negotiation

skills are useful in satisfying interest and getting

What is needed? negotiation skills form part of persuasive communicatio

n and help in getting others to do what we want them to do. They also off

er an opportunity to solve problems or collaborate with portion. A good n

egotiation can leave both parties fulfilled.

Stages in negotiation:

1. Preparation: Entails knowing what you want, why you want it, resour

ces at hand, strategies to employ, knowing the other party, formulate

option and knowing the environment. 

2. Bargaining: This may involve face to face conversations, phone calls,

and letters among others. At this stage, there are offers to make, clarif
 ying, understanding and hopefully arriving at a conclusive agreement.

3. Timing issue: Time should be considered for effective negotiation. De

adline should be set and agreed upon. 

4. Venue and setting: A good venue should be set for the bargaining pha

se. Appropriate place should be identified to avoid distractions and en

sure success. 

5. Seating: The seating arrangement communicates a message and opens

room for more frank discussion and bargaining. 

6. Setting an agenda: This should be set before engaging to other party.

This create control over the situation.

Effective negotiation skills entail;

 Asking question.

 Listening actively.

 Emphasizing.

 Considering and explaining.

 Creative thinking.

Negotiation skills are important and create success in business or at the

work place. Differences will always exist; thus strong negotiations and

negotiation skills are required in a workplace (Goldwch, 2011).

Demonstrate empathizing as per the communication policy

1. Demonstrate empathizing as per the communication policy

Expectation - Empathizing is demonstrated as per the communication

policy

According to Keen (2007), empathy means recognizing other persons’

feelings, their cause, and effects in their emotional experience without

becoming part of it. It is simple to put oneself into another’s shoe. When

you have empathy, you can understand the feelings of other people.

Empathy enables us to communicate ideas in such a way that they can

make sense to other. It will also enable one understand others when

communicating.

Persuasion is demonstrated as per the communication policy

1. Persuasion is demonstrated as per the communication policy

Expectation - Persuasion is demonstrated as per the communication

policy

Persuasion has a sole purpose of getting the listeners to transform their

ideas and belief in favor of the perspective of the communicator. The

intent of persuasion is influencing the audience and make them support

and idea or perform a certain task. Persuasion skills are vital as they will

motivate even the customer to support or join the organization. This will

win client and establish their loyalty at the heart of the organization.

Effective persuasion should equally address customer queries.

Communication networks are established as per the SOPs

 A communication network is a pattern through which information

flows in an organization. It can also imply the methods used to pass

information. In organizations, communication network includes;

 Chain information: Information travels up in a hierarchical manner. C

ommunication occurs only with the next higher hierarchy and follows

a chain of command.

 Network: Information is transmitted up and down through hierarchy.

This resemble an upside where the number of individuals reaching to

a supervisor wider.

 Wheel network: In this network, information flows to and from a sing

le person and the network relied on the leader in communication.

 Circle network: Employees only communicate with adjoining organiz

ation members such that communication is with immediate neighbor

no other. The network should be established as per the standard operat

ing procedure.
Assertiveness

This is a core communication skill which can define understanding for yo

ur views, thoughts and beliefs while also respecting right and beliefs of ot

hers. This can enable one boast his or her self- esteem and earn respect. In

Communication, being assertive will enable an individual to pass informa

tion easily without upsetting others or being upset. Assertiveness enables

individuals to thrive in the workplace.

Information is shared as per communication structure

Sharing information

Information in an organization should be shared among different structura

l levels. This increases efficiency of communication. The ability to share i

nformation also impact organizational productivity. When this is the case,

instructions and clarifications are well received; thus, all members are aw

are of the expectations. The result will be stronger relationship, sharing of

ideas and knowledge to improve performance. Sharing information will e

qually make work environment comfortable.

Conclusion

In conclusion, the trainee is equipped with knowledge and skills that dem

onstrate their listening and understanding, writing needs of the audience,

speak and read effectively, demonstrate empathy, and apply numeracy. T

he trainee is able to identify external and internal customers, establish co

mmunication networks and share information as guided by the communic

ation policy and structure

Persuasion is demonstrated as per the communication policy

1. Persuasion is demonstrated as per the communication policy

Expectation - Persuasion is demonstrated as per the communication polic

Persuasion has a sole purpose of getting the listeners to transform their id

eas and belief in favor of the perspective of the communicator. The intent

of persuasion is influencing the audience and make them support and idea

or perform a certain task. Persuasion skills are vital as they will motivate

even the customer to support or join the organization. This will win client

and establish their loyalty at the heart of the organization. Effective persu

asion should equally address customer queries.

Communication networks are established as per the SOPs

A communication network is a pattern through which information flows i

n an organization. It can also imply the methods used to pass information.

In organizations, communication network includes;

 Chain information: Information travels up in a hierarchical manner. C

ommunication occurs only with the next higher hierarchy and follows

a chain of command.

 Network: Information is transmitted up and down through hierarchy.

This resemble an upside where the number of individuals reaching to

a supervisor wider.

 Wheel network: In this network, information flows to and from a sing

le person and the network relied on the leader in communication.

 Circle network: Employees only communicate with adjoining organiz

ation members such that communication is with immediate neighbor

no other. The network should be established as per the standard operat

ing procedure.

Assertiveness

This is a core communication skill which can define understanding for yo

ur views, thoughts and beliefs while also respecting right and beliefs of ot

hers. This can enable one boast his or her self- esteem and earn respect. In

Communication, being assertive will enable an individual to pass informa

tion easily without upsetting others or being upset. Assertiveness enables

individuals to thrive in the workplace.

Information is shared as per communication structure

Sharing information
Information in an organization should be shared among different structura

l levels. This increases efficiency of communication. The ability to share i

nformation also impact organizational productivity. When this is the case,

instructions and clarifications are well received; thus, all members are aw

are of the expectations. The result will be stronger relationship, sharing of

ideas and knowledge to improve performance. Sharing information will e

qually make work environment comfortable.

Conclusion

In conclusion, the trainee is equipped with knowledge and skills that

demonstrate their listening and understanding, writing needs of the

audience, speak and read effectively, demonstrate empathy, and apply

numeracy. The trainee is able to identify external and internal customers,

establish communication networks and share information as guided by

the communication policy and structure

TOPIC 3

TOPIC 3: DEMONSTRATING CRITICAL SAFE WORK HABITS

Introduction

In this unit, the trainee will learn how to demonstrate critical safe work

habits. This will involve training in skills, knowledge and behaviors to;
manage stress, maintain punctuality, integration of personal objectives to

organization goals, setting work priorities, abstinence from drug abuse

and awareness of HIV and Aids. Trainees will also be trained on safety

consciousness and handling emerging issues at the place of work.

Definition of key terms

Work priorities: This refers to what is more important and that need

attention thus dealt with first before others.

Safety: This involves all measures and practices taken to prevent potential

harm or

injury.

Safety consciousness: This is being aware or alert of the hazards. It is a

potent factor in preventing accidents. Safety consciousness enables all

organizational members to

undertake operations in a way that the risk of accidents is reduced.

Manage stress in accordance with workplace procedures

1. Manage stress in accordance with workplace procedures



Stress is managed in accordance with workplace procedures.

The international labor organization (ILO) defines stress as “the harmful

physical and

emotional imbalance between the perceived demands and resources and

abolition of

individuals to cope with the demands. Stress is caused when demand of

the job does not match with or exceed abilities, need and resources

available. (Beehr, 2004).

Stress management.

This includes all the strategies and process which can be employed to

eliminate or adapt to the stress which will restore normal functioning in

everyday activities. Some of the ways of stress management include:

 Setting priorities: Using time management which will ensure one

deals with immediate priorities thus eliminating stress.

 Examining expectations: Setting realistic goals that are achievable

will enable people understand that making mistakes offers an

opportunity and presents time to learn?

 managing change: Change is part of life and thus adaptability is key.

 Support networks of friends and relatives need to be developed.

 Hiring a healthy lifestyle: This involves eating a balanced meal,

relaxing, prayer, yoga, exercise and mediation.

 Creating support programs: In the workplace to help employers deal

with work related stress.

 Demonstrate punctuality and time consciousness in line with

workplace policy

Demonstrate punctuality and time consciousness in line with

workplace policy

Punctuality and time consciousness is demonstrated in line with

workplace policy.

Punctuality is the quality associated with being on time. It is a sign of

professionalism in the workplace. For example, not completing tasks on

time can lead to delayed goal achievement and being late for meetings

can also waste others peoples time.

Time consciousness

This implies using the available time wisely since time wasted is never

recovered. It entails being aware of the importance of time and what to do

with the time. To manage time wisely, one needs awareness of the time
wasters. The person should identify duties that need to be done and take

others to ensure that the tasks are completed on time. Effective time

usage and punctuality will enable one to make key decisions in time,

complete tasks, reduce anxiety and stress, improved job performance and

develop better interpersonal relations.

Leisure

Leisure is the time when are is free or not occupied with tasks that

demand time and

performance. Leisure time is important in a number of ways:

 Reduces stress and depression by providing time and chance to

balance work and life.

 Improves the quality of life such as when taking part in recreation

time.

 Relieves boredom by engaging in other activities.

 Enhances communication and self-esteem of individuals who engage

in leisure activities.

Leisure time should be managed wisely through engaging in meaningful

activities which will lead to realization of the benefits listed [Link] is

thus important to “take care” of our free time.

Integrate personal objectives with organization goals based on

organization’s strategic plan.

Personal objectives are integrated with organization goals based on

organization’s strategic plan.

Integrating personal objectives into organizational objective.

Each individual has got a purpose and a reason for existence and so do

organizations. Objectives act as a driving force in an organization. They

set the direction of the organization and act as a motivating force. In an

organization, every individual should work to achieve the objectives of

the organization. Alignment of individuals to organizational goals direct

efforts towards their realization. In the organization, strategic plan,

objectives show the intended direction of where the organization wants to

follow. Personal objectives are framed for individuals at all levels of the

organization and should be consistent with organization goals.

Often, personal objectives satisfy individual goals such as completing

tasks leading to payment.

This can lead to conflict with organization goals. For these reasons, the

individual goals should be in harmony and not conflicting or supersede

organization goals. Some of the ways of integrating personal goals with

those of the organization include:

 Setting over company goals as reflecting in the strategies – plan for

all to strive to achieve in their daily roles and tasks.

 Relentlessly communicating organization objectives and vision and

this should be done often and clearly.

 Employees to set their goals within the organization framework.

 Hiring employees who fit the organization culture such that they will

strive to achieve their objective and at the same time attaining or

enabling the organization to attain its goals and strategy.

Resources are utilized in accordance with workplace policy.

Resources are tangible and intangible assets used by an organization to

attain or implement its strategies. They include all assets, organization

attributes, information and knowledge controlled by the organization to

implement strategies and form resulting into efficiency and effectiveness.

Resource mobilization

This refers to the process of acquiring additional resources to achieve

organizational [Link] entails having the right type of resources at the

right time and cost and ensuring proper utilization of the same

Resource utilization
This refers to making use of the resources in the best way possible to

achieve organizational goals and objectives. Resources can be costly and

thus should be carefully handled and utilized for the benefit of the

organization at large.

Resource utilization measures how effective the available resources are

used. Resources should be well utilized as per wastage can hamper

performance. Even human resources should be utilized well to ensure

sustained productivity. Utilization of resources should be evaluated and

tracked since they greatly impact the organization.

Resource allocation

In an organization, resource allocation is the assignment of the available

resources assigned to various uses to attain goals of the

organization .resource allocation should be prioritized according to the

priority structure. This also ensures that all areas and sectors within the

organization have resources to run the operations.

In the case of a large organization, effective resource allocation can take

care of all projects to boost production.

Set work priorities in accordance to workplace procedures.

Work priorities are set in accordance to workplace procedures

Work prioritization is the activity of arranging tasks I order of their

urgency and importance relative to the others. Urgent ones are established

and completed first.

Setting work priorities

All tasks that need to be done need prioritization. All tasks cannot be

completed at the same time. Some things need to be done first before

others. The steps to prioritize work include:

 Collecting a list of all the tasks: In the work place, all activities that

need to be done should be listed which will then make it possible to

accomplish them in order.

 Identifying urgent vs. important tasks: The tasks are weighed in terms

of urgency. There are those that cannot be postponed due to the

consequences or urgencies. This narrows them to the most urgent and

important tasks e.g. sending office mails cannot be postponed.

 Assessment of the value: Tasks or work priority can be set depending

on the value to the organization. Things to consider may include:

Assessing impact of task to the clients or people involved.

 Allow for flexibility and adaptability: Priorities are not to cast on

stone and can change even when least expected. But still, focus on the

tasks at hand that should be involved to complete them.

 Knowing when to cut: Not everything can be done in the list and after

prioritization, the remaining tasks should be cut from the list and

focus be redirected to those tasks that can be completed for the day.

Leisure time is recognized in line with organization policy.

Rojek (2000), human culture did not begin with the need to work but with

language, dancing, laughing and playing in a functionalism place, work

was a solution to the “leisure problem”

Work is seen as a means of human progress but still, leisure is important.

Organizations should recognize leisure time. Failure to recognize the

leisure time makes employees feel weary, absent and unproductive.

Leisure is important to employees and they should be given leisure time

to refresh and rejuvenate.

Abstinence from drug and substance abuse is observed as per

workplace policy.

Drug and substance abuse.

A drug is a substance that when absorbed in to body and affects the

psychological functions.

Drug and substance abuse affect all people at all levels. Drug and

substance abuse in the workplace can adversely affect the organization.

When employees are under the influence of drugs, they will become less

productive and organization goals may never be realized (Denenberg and

Denenberg, 2011). According to the national realization for alcohol and

drug information (NCADI), companies in the United States lose 100

billion due to alcohol and drug abuse by employees. The employees also

cause problems in the workplace such as tiredness, poor decision making,

and low morale among them. The issue of drug and substance abuse in

the work place should be addressed and abstinence observed. The

employees and the workplace should be free from drugs and substance

abuse (Cohem, 2008)

Demonstrate awareness of HIV and AIDS in line with workplace

requirements

Awareness of HIV and AIDS is demonstrated in line with workplace

requirements.

HIV/AIDS
The endemic continues to claim many live since the first case was

designed in Kenya more than two decades ago. The pandemic is a global

crisis hindering development and social progress.

In Kenya, the ministry of state for public service put in place in a national

public sector workplace policy on HIV/AIDS where every public

organization is to develop their own policies.

The aim is providing guidance to management of employees infected and

affected by HIV/AIDS.

It also advocates for awareness and prevention of further infection. It

outlines employees’ rights, responsibilities and expected workplace

behavior. HIV/AIDS is a great challenge in the work place and thus

awareness should be created in accordance with the workplace policy on

HIV/AIDS. Such awareness will promote good health through the

policies and initiatives.

Developing healthy relationships

Healthy relationships are built and understanding each other’s

expectations and needs. There is need for open communication and

mutually trust in the organization. Creating boundaries also enhance

healthy [Link] is an expression of what makes others comfortable

or uncomfortable. Healthy relationships are important and also human

vital to both emotional and mental wellbeing and survival.

Safety consciousness is demonstrated in the workplace based on

organization safety policy.

Organizations should show their commitment in provision of a healthy

and safe working environment which is integrated in to the daily working

routines. Employees should also be aware of their responsibility in

precautions to prevent illness and injury. Safety consciousness is the

awareness of dangers and hazards. Employees need regular reminder on

safety to prevent accidents. This enables them to take action and

responsibility towards workplace. Many at times, injuries occur due to

lack of safety consciousness and therefore, safety consciousness should

be comprehensive in all meetings, strategic positions and performing

work in such a way that safety is assured and chances of accidents are

minimized.

Emerging issues are dealt with in accordance with organization

policy.

Emerging issues involve but not limited to terrorism, social media,

national cohesion and open offices. Such issues need to deal with in

Accordance with organization policy.

Open offices
This is an open plan work environment where employees work better

together often in the same room and besides each [Link] this plan, the

work environment becomes noisy and security is reduced and privacy is

limited. Open offices have increased in number due to desire to increase

interactions and collaboration among workers. Therefore, this issue

should be addressed.

Conclusion

At the end of the unit the trainee should be able to manage stress, observe

punctuality, integrate personal objectives into organizational goals and

utilize resources effectively. One will also be expected to be able to set

work place priority, recognize leisure, abstain from drugs and substance

abuse, be aware of HIV and AIDs and be conscious of safety. This will be

important in maintaining safety habits at workplace.

TOPIC 4: SETTING PERFORMANCE EXPECTATION FOR

TEAMS

Introduction

In this learning outcome you will learn about setting performance

expectation for teams, assigning duties and responsibilities and

identification of team parameters and relationships. You will also acquire

skills and knowledge for establishing forms of communication, carrying

out communication at workplace, supervision and providing feedback for

team performance. Other skills, knowledge and behaviours from this unit

will be; collection and analysis of feedback, conflict resolution adhering

to gender mainstreaming and human rights as well as creating healthy

relationships.

Definition of key terms

Performance expectation: They are the requirements of an employee

including actions,

behavior and expected results.

Forms of communication: Various ways of exchanging information,

ideas, thought,

feelings and emotions.

Conflict: It is a disagreement among groups or individuals characterized

by antagonism and hostility.

Gender Mainstreaming: A strategy of realizing gender equality.


Healthy relationships: It is having good interactions with fellow

employees and

working in harmony to achieve the set

Set performance expectations for the team.

Performance expectations for the team.

Setting performance expectations is to move towards a specific goal and

creating workplace accountability from one employee to another. It is

applied to assess the progression and position expectations as performed

by individual employees. To communicate and manage expectations

effectively is important to know what is expected from the employees and

teams and set realistic reasonable tasks.

Team performance expectations

Team expectations are similar to individual expectations except that team

expectations are something every member of the team should be

accountable for while also holding others accountable. They are shared

expectations. They are behaviors that occur while the team accomplishes

said tasks. They are for the team to be productive and work cohesively.

Each member of the team should be accountable for the following:

  Respect each other and be courteous.

  Be flexible about job and tasks assignments. Ask for help

when needed.

  Work safely together.

  Be motivated and reliable.

  Shared ideas for improvement.

How team performance expectations are set.

Setting expectations for a team for excellent performance communicating

clearly about the specific tasks being assigned, results that should be

accomplished, the degree of accomplishment, the expectation of each step

and how it will be monitored. By knowing the specific requirements of

each task, the expectation at each step in the process the employee will

have no doubt about what the task that is about. Expectations are set in

the following steps:

 Having standards: Standards are levels or degree to which all are

expected to strive. This is mostly referred to as a norm. It is for the

good of the company and all the team members must work towards it.

 Set goals: The goals are set with a direction, connection to the

company standards. The goals may be challenging but realistic and

set up to reach levels that are a progression upwards.

 Objectives are set: These are steps on a timeline that keep the workers

towards moving the goal in a specific and measurable way.

Requirements of performance expectation

A requirement to conform to the core values of an organization.

Compliance to laws, regulations, standards and policies is a requirement.

Adhere to the norms of professionalism in the areas of specialization.

Be adoptable which the ability to embrace change and learn. Compliance

with applicable standards external or internal. High standards of work

produced by the team

Assign duties and responsibilities in accordance with the

organization policy.

Assigning duties and responsibilities.

This means putting a person in charge of tasks. When team leaders assess

the scope and feasibility of the work assigned to the team. The primary

consideration is the strength of each team member. From the strengths,

leaders assign roles and responsibilities. Assigning roles and

responsibilities improve the work of the team in the following ways:

 Productivity: Productivity is enhanced when the responsibility

assigned closely align with team members’ strength.

 Morale: Issuing of duties and responsibility to team members gives

each person a sense of ownership. They become invested in projects

outcome hence increasing their effort to create quality product.

Without assigning roles to members, they may grow disinterested and

detached.

 Efficiency: Assigning responsibilities boosts efficiency having a clear

understanding of the work roles allows leaders to develop timelines.

This lists who is in charge of which task and when the specific

portion of the work is expected to reach completion.

 Encourages individual accountability for the completion of task

assigned to them
 Improves communication skills especially in areas where people are
less confident in volunteering for
 Disrupts stereotypical and gendered role assignments common in
group settings eg women takig less technical roles and more
communicative roles. Group members could alternate search roles as
they proceed with the assignment.
 Provides members with a clear avenue fo participation and reduce the
feeling of being left out in the activiy being done by the team. It also
reduces probability of an individual completing the task for the whole
group.
 Allocation of roles offfer an opportunity fr for high quality , ocused
intracrions between group participants enabling people to stay on task
and pay close atension to the work at hand.

Guidelines for delegating tasks to team members/assigning duties

 Identify key opportunities for delegation: Not all can be delegated. A

leader has to determine which duties and responsibilities can be

assigned or delegated.

 Establish a clear set of objectives for each task- no matter the task

being delegated; make sure all the objectives are clarified so as the

task can be accomplished.

 Construct timelines: Timelines keep people focused and hold all

members of the group accountable to meeting goals on time.

 Establish authority and respect: When assigning duties, it is important

to set the tone for your position in the relationship. This sets a tone of

respect o they understand they are being relied upon and appreciated.

 Identify team parameters and relationships according to set rules and

regulations.

Identifying Team parameters and relationships.

Team parameters and relationships is how the team members engage with

each other. This will highly be influenced by how the leaders engage with

the time. Team parameters and relationships involves finding a balance

point. In order to achieve this, a team leader shouldn’t lead a team too

highly or too loosely.

Ways of finding a balance point in the team.

 Encourage discussion but not too much of it- discussion and the

exchange of ideas allow for greater creativity and innovation.

Through dialogue a team expands its problem-solving capability.

 Celebrate the collective and recognize the individual- team leaders

have to maintain a sense of who contributes what to the team. Team

can be celebrated for completing major tasks but the team members

who accomplished and made significant contributions should be

celebrated.

 Give autonomy but define parameters- the team should know the

general direction, where it is heading and trusts everyone enough to

carry on. If the work is going too far off the rails, the leader has to

step in and keep everyone on track and moving forward.

 Encourage opposing views but beware of obstructions – opposing

views are important to energizing teams and stimulating creativity.

However, there is a thin line between well-meaning critics and

obstructionist rhetoric.
By keeping the above ways in mind, a leader can hit the balance point

between loose and tight leadership. If the balance is achieved, the

parameter and the relationship of the team is identified.

Forms of communication establishing

These are the various ways of establishing and exchanging of

information, ideas, thoughts and feelings. Communication is categorized

into two:

 Informal communication: This is any communication that takes place

without following the formal channels of communication. It is often

referred to as grapevine as it spreads without the organization and in

all directions without any regard to the levels of authority.

 Formal communication: This is the type of communication that flows

through official channels designed in the organization [Link] may

take place between a superior and a subordinate, a subordinate and a

superior or among the same cadre of employees or managers.

Formal communication can be classified into:

 Vertical communication: As the name suggests, information flows

vertically upwards
 Downward communication flow is communication from superior to

subordinate while upward communication flows from the subordinate

to a superior.

 Horizontal communication - this occurs between members of equal

rank or positions like between heads of departments or units. It helps

to maximize achievements of the set goals.

Carrying out Communication

There are three basic methods of communication:

 Written communication: this is one of the most important and

frequently used mode of communication in organizations. Written

communications includes: letters, electronic mail, fax transmissions

or other device that is transmitted via written words or symbols.

 Oral communication: this type of communication is through word of

mouth. This can be in meetings, or in any other event.

 Nonverbal communication /silent communication: This is the non-

word human response and the perceived characteristics of the

environment through which the human and non-verbal messages are

transmitted. There are two forms of non-verbal communication i.e.

physical/symbolic language and body language.

Team performance is supervised

Supervision is an act or instance of directing, managing or oversight.

Supervision is focused on directing people to get work done where team

leadership is focused on developing an environment where people are

motivated to do their work. There are two capabilities required in team

supervision:

 Leading people capabilities: This includes giving feedback, coaching

others, performance management, managing reward and recognition

and setting measurable objectives,

 Managing work capabilities: This includes: Planning work,

monitoring progress, setting measurable goals and facilitating

meetings.

Team performance supervisors may play different roles which include:

 Advocate: Responsible in representing the employee’s requests to

management and representing the employees’ case for deserving a

reward.

 Boss: The supervisor is deemed to be the boss when people in the

department are ultimately looking for direction and guidance in their

job.

 Coach: supervisors might guide their employees to increase

performance and satisfaction in various ways such as advising them.

 Facilitator: The work of a supervisor is to support a group hence

making the supervisor a facilitator.

 Trainer: The supervisor is often the first person who is considered

when a new employee needs to learn the job. The supervisor is

responsible to ensure that training occurs.

There are core competency skills that are suggested in supervision. These

skills include:

 communication,

 decision making,

 delegating,

 meeting management,

 problem solving

 planning skills.

The supervision skills are improved over time.

Collect and analyze feedback on performance based on established

team learning process.

Collecting and analyzing feedbacks on performance.

Feedback is the sharing of perspectives on work experiences in the

organization by employees.

Importance of collecting feedback

This is to ensure that employees are engaged and satisfied. These leads

to:

  More production.

  Improve customer experience

  Employees become advocates for the company.

Ways of collecting and analyzing feedback.

 Anonymous surveys- it can be in house or via survey form solutions

which can be distributed.

 Non anonymous surveys- it creates an open culture based on open

honest and respectful feedback to replace fear in the workplace.

 Pulse surveys. - They are shorter surveys distributed more frequently.

 Suggestion boxes- employees who are hesitant to express unpopular

ideas may want to leave feedback in an anonymous way, but feel like

surveys haven’t been a good idea to express them.

 Feedback meeting – they are a great way to connect staff and

managers in more effective ways.

Collecting and analyzing feedbacks are the initial steps to increasing

employee satisfaction. But they are not enough. the information you learn

from surveys must channeled into action.

Conflict resolution between team members

This is the process by which two or more parties engaged in

disagreements, dispute or debate to reach an agreement resolving it.

Conflict resolution process

 Recognition by the parties involved that a problem exists.

 Mutual agreement to address the issue and find some resolution.

 An effort to understand the perspective and concerns of the opposing

individual or group.

 Identifying changes in attitude, behavior and approaches to work by

both sides that will lessen negative feelings.

 Recognizing triggers of episodes of conflicts.

 Interventions of third parties such as human resources representatives

or higher level managers to mediate.

 A willingness by one or both parties to compromise. Agreement on a

plan to address differences.

 Monitoring the impact of any agreement for change.

 Disciplining or terminating employees who resist diffusing conflicts.

Some conflicts are essentially arbitrary which means it doesn’t matter

who wins only that the problem is relived to everyone who can get back

to work. Conflict is normal occurrence in a workplace hence the need to

resolve them.

Undertake gender mainstreaming in accordance with set regulations

Undertaking Gender mainstreaming.

It is a strategy towards realizing gender equality. Gender mainstreaming

requires both

integrating a gender perspective to the content of the different policies

and addressing the issue of representation of women and men in the given

policy area. An effective implementation of gender mainstreaming

requires preparation and organization. People in decision making

positions can make a particular difference as they have more power to

introduce changes. The changes introduced they should at all-time

distribute them across both genders in a balanced way.

Adhering to Human rights.

Human rights are basic right of each human being of independent of race,

sex, political affiliation, religion, social status or any other character.

Human rights provide a universal benchmark for minimum standards of

behaviour. Many national laws and regulations have evolved as a result of

a state’s obligation to implement human rights standards. Businesses

must also observe such laws in all countries and jurisdictions in which

they operate. If the human rights are not adhered to, it is against the law

and action should be taken against those not adhering to them.

Developing and maintaining healthy relationships.

It is having a good interaction with fellow employees and working in

harmony to achieve the set goals. Developing a work relationship

involves the actions that create a positive empowering motivational work

environment for people. It also entails helping other employees to achieve

this greatness.

Conclusion

At the end of the unit the trainee is equipped with knowledge and skills

that enable then to set and assign duties and responsibility to teams,

establish forms of communication collect and analyze feedback and carry

out workplace communication. The trainee also acquired skills ability and
knowledge in conflict resolution, gender mainstreaming, adherence to

human right and establishing healthy relationships

TOPIC 5 = PLANNING AND ORGANIZING WORK

Introduction

On completion of this section, you will have acquired skills knowledge,

and the right behaviour for planning and organizing work. Specifically,
you will learn about the identification and interpretation of task
requirements, an organization for work with other personnel involved,
and mobilization and allocation of resources to meet project goals. You
will also acquire skills in monitoring and evaluating work activities,
documenting work plans, review of work, and time management at the
workplace.

Definition of key terms

 Tasks – The smallest identifiable essential piece of a job that serves as
a unit of work and as a means of differentiating between various
components of a project.
 Work Activities – It is a systematic purposefully cooperate human
action where several actors work in an organized manner upon a
shred object of work to transform it to intended outcome.
 Work Plan – It is a road map detailing the work that is to be done
from the beginning to the end.

Identify task requirements as per the workplace objectives.

Identify Task requirements

These are the collection of physical, functional, mental and administrative
needs that should be covered by the assigned resources. The requirements
can be derived after the tasks analyses is completed.

What should be considered in identifying task requirements?

  The type of tasks required.
  The instruction words in the task.
  The components of the task
  The scope of the task.
This will enable you come up with the needed requirements for the
completion of the tasks by the work place objectives.

Task is interpretation safety

These are the details on how a task is going to be accomplished. Task
means specific work assignment. Task interpretation safety is an
integration which helps give the accepted safety and health principles and
practices into a particular task of operation.
Steps of task interpretation
  Selecting the task to be interpreted.
  Breaking the task down into sequence of steps.
  Identifying potential hazards.
  Determining preventive measurements to overcome these
hazards.

Organizing Work activity

Planning and organizing makes use of time at the office more effective.
Organizing work activities and projects ensures you tackle all necessary
steps to success. The following steps help to organize work activities:
 Identify the scope and goals of the planning process related to each of
work activity.
 Break down the major tasks for the activity into smaller steps that are
needed to be taken for completion.
 Establish the timeline for completing the work activity.
 Write each due date for the assigned work on the calendar or set up
reminders that pop up when the deadline approaches.
 Identify potential problems or barriers that may surface for the work
activities.
 Schedule planning meetings when active participation and feedback is
needed.
 Send out regular updates and communication to all other employees
who are working.
By following these steps, the work activities will be organized and the
work will flow as expected without any delay.

Utilizing, allocating and mobilizing resources.

 Resource allocation is setting aside the resources that are needed for
the completion of a task.
 Resource utilization on the other hand is the process of strategically
measuring how effective resources are.
 Resource mobilization is all the activities that are involved in
securing new and
additional resources for the organization.
Importance of resource mobilization
 Ensures the continuation of organizations service. Supports
organization sustainability.
 Allows for improvement and scale up of products and services.
 It’s a way of greeting new business to stay in business.

Benefits of resource planning

 It maintains productivity.
 Work is managed with proper visibility reducing risk oversights.
Using resources to maximize the potential.
 Ensures specific resources are not being over or underutilized.

Resource utilization, allocation and mobilization serve the purpose of

managing the resources that may be available for use to gain maximum
while reducing wastage.
Monitor and evaluate work activities are in line with
organization procedures

Monitor and evaluate work activities

Monitoring is the routine collection and analysis of information to track

progress against set plans and check compliance to established standards.
Monitoring is a routine part of the employee and employer relationship.
Most employees make some checks on the quantity and quality of work
produced by either staff.

An evaluation is an assessment of an ongoing or completed project of

work. The aim is to determine the effectiveness of the strategy used. It
involves identifying and reflecting upon the effects of what has been done
and judging their work.

Ways of monitoring at work

Create a written explanation of the work policies. Make sure employees

are aware of the policies. Follow disciplinary guidelines exactly. Keep
policies within reason.
It provides the only consolidated source of information showcasing
projects. It contributes to transparency and accountability.
It reveals mistakes and offers paths for learning and improvements. It
provides basis for questioning and testing assumptions.
It provides away to assess the crucial link between implementers and
beneficiaries on the ground and decision makers.
Documenting Job planning

It is documenting the expectations of employee and employer into

working schedule. It ensures that the post delivers . it aims and
requirements of the contract of employment.

Principles of a good job plan

It should be developed collaboratively between the employer and the

employee. It should include all the duties. Workload should be broadly
defined.

Importance of work plan

A work plan is practical and it gives the direction of the work to be done.
It is useful throughout the period it covers providing milestones to assess
progress. A relevant and well researched work plan performs the
important task of highlighting potential difficulties and proactively
offering solutions.
It clarifies the specific tasks and outcomes that each team member
achieves, paving the way for accountability and successful collaboration.

Review planning and organizing of work activities as per the

workplace
requirements

Planning and organizing work activities.

Planning and organizing makes efficient use of time by keeping
employees focused from beginning to completion of a project or tasks. A
comprehensive plan for work activities and projects ensures you tackle
necessary steps for success.

Steps of planning and organizing work activities.

 Identify the scope and goals of planning process related to each work
activity.
 Break down the major tasks for the activity into smaller steps that you
need to take for completion.
 Establish the timeline for completing the work activities.
 Write each due date for the task.
 Identify potential problem or barriers you may face in the work
activities.
 Send regular updates and communication to all other employees who
are working on the project.
Planning and organizing work activities reduces time wastage and
ensures materials are used in the right way for maximum benefit of the
organization.

Time management

Time management is the process of planning and excursing conscious

control of the time spent on specific activities to work smarter than
harder. Improving time management at work enables one to enhance
performance.

Benefits of time management

  Delivery of work on time.
  Provide better quality work.
  More productivity and efficiency.
  Much less procrastination i.e. I will do it later.
  More opportunities and career growth.

Steps for better time management

  Plan what you are to do.
  Prioritize on what to do.
  Minimize multitasking.
  Cut off distractions at work.
  Schedule your break time.

Effective time management skills can have a positive impact on your

work. When time control is practiced the ability of things done is
improved, makes better decisions and most importantly is the gaining of
the key priorities.

Conclusion

As you execute your duties, you should be able to plan and organize work
as per workplace objectives, SOPs, and set objectives and goals for the
organization.
TOPIC 6 - MAINTAINING PROFESSIONAL GROWTH AND
DEVELOPMENT

Introduction

On completion of this topic, you are expected to acquire skills,

knowledge and behavior in maintaining professional growth and
development. Specifically, the trainee will be impacted with skills to
identify and assess personal training needs and career opportunities,
mobilize and allocate training resources and obtain relevant licenses and
certification for particular jobs and allocation of training resources,
professional growth and development. The trainees will be trained on
pursuing personal growth, managing work priorities and commitments
and seeking recognition for proof of career advancement.

Definition of key terms:

 Training needs: This refers to the gaps in the knowledge, skills and
competencies that employees have and those that they require to
efficiently accomplish tasks.
 Career opportunities: These are considerations to take when enrolling
for a course or training.
 Career advancement: Refers to the upward progression in an
individual career. An individual can move up into managerial position
in a given job or form one occupation to another.

Identify and assess personal training needs are in line with

the requirements of the job.

1. Identify and assess personal training needs

Staff training and development is a vital element in an organization.

Training and
development leads to improved performance, employee satisfaction and
morale, increased competency and reduced employee turnover. Personal
training needs are identified through Training Needs Analysis. (TNA).
Training needs arise when there is need to do things differently. Analysis
of needs at personal level has two prerequisites:
 The parameter of job performance has been defined- there may be
individual performance measures defined at managerial levels. Failure
to meet personal objectives, you do not indicate a training need.
 The prerequisite of review against performance parameter. Other
techniques include self-assessment, 360 degrees feedback.
In examining training needs each of employees, performance appraisal
systems, gather information? Other ways include: surveys,
questionnaires, focus groups and intervention.

Avenues for professional growth

This entails ways of approaching a problem or progressing towards a

goal. Avenue for
professional growth can include professional development course,
additional college course for further training, reading websites and
professional journals, benchmarking, joining professional organizations
among others.

Training and career opportunities are identified and availed based

on job
requirements.

In the workplace, training and development should be a continuous and

ongoing process.
Even the skilled employees need training programs. Employees should
offer training and cover opportunities to the employees throughout their
career. They should be committed to develop their employee potentials.
Organizational objectives may also offer a training opportunity or contain
implications. New production, processes, methods, technology,
legislation, customer or market can lead to organizations considerations
for training.

Assessing training

Training needs assessment serves as a tool for determining the training

needs.

Data is collected which is used to determine development needs that will

enable the
organization attain its objectives. After identifying training needs,
objectives are determined which will measure success. Assessing training
needs reduces gaps between the skills of the employees and those
required by the job. Assessing training needs also determines
effectiveness of the training and development program.

Mobilize and allocate resources for training-based organizations

skills
Needs

Mobilizing training resources

When employees are trained, they are better and develop professionally.
The training
program requires resources human, physical and financial to be carried
out
successfully. There is a positive correlation between organization revenue
and employee training. Training has become part and parcel of
organization
which offers several advantages to the organization. Training is expensive
and resources to support it should be well mobilized and this decision
should be based on the employees’ ability to learn and the likelihood that
they will be impacted by the training and development program. The
resources mobilized should be well utilized and the consideration is to get
employees take advantage of the program.

Licensees and certifications relevant to job and career are obtained

and renewed

Licenses are granted to individuals after some form of examination or

proof of education through the licenses program whereby authority is
granted to the individual or organization to operate or engage in a
profession or occupation. The license regulation ensures that the
organization or individual meets minimum standards stipulated by the
law in the profession.

Certification is a process by which an authorized body evaluates and

recognizes an
individual or organization as meeting some predetermines criteria.

When an individual is certified, it means that he or she has received

additional education and training and demonstrated professional
standards and competences beyond the minimum license requirements.
The purpose of the license and certification is to improve quality,
maintain quality, ensure public safety, validate specifications, outline
capabilities of an individual or organization, monitoring purpose and risk
management among others.

Organizations should ensure that they are licensed and certified by

relevant authorized
bodies. Incenses are valid for some time after which they expire. This
calls or renewal of licenses and certification. Failure to renew or obtain
such documents can lead to crackdown in the business. As a professional
standard, license and certifications should be obtained and renewed.

Pursue personal growth towards improving the qualifications set for

the
profession.

Personal growth includes job growth, career mobility, networking, job

gains among others. Intellectual growth starts from birth and ceases only
at death. In many cases, some people underestimate this assumption and
think that they have reached the pinnacle in life if they acquire decent
paying job. Personal growth should be pursued by the individual and the
best way to grow is to meet new people, explore new ideas and
challenges and participate in other activities. The more the growth, the
more skills you acquire and then improving qualifications set for
profession.

Pursuing personal and organization goals

Goal setting should be a priority. Research has shown that many people
do not know what they want in life and if they do, they have no plan in
getting it. Those who achieve their personal goals are those who note
them and develop plans for achieving them. Effective goal keeping is one
of the keys to success. Individuals should pursue both personal and
organizational goals. However personal growth should not conflict
organization goals.
Employees joining organizations have personal goals they seek to achieve
through their membership in the organization. The personal goals and
organization goals should be congruent. Individuals need to work towards
realization of organization goals. .
Expectation - Work priorities and commitments are managed based
on requirement of the job and workplace policy

In the workplace, completing tasks to the best of ability is enhanced

through having work practices; prioritization ensures that what is
important is done first before others which equally limit time wastage.
Work practices and commitments need to be organized and managed then
focus applied in completion of meaningful tasks. These are sets to guide
task completion. Prioritizing competing demands involve development of
strategies by managers to effectively prioritize work and maintain a good
work line balance.
For instance, using the urgent important matrix is one strategy to manage
work priorities and having sound control. Managers should use the latest
technologies, embrace and adopt to change. The ability to control work,
related stress lies in effective work prioritization. This enables one to be
calm and to have increased productivity. Elements to manage work
prioritization and commitments include:

 Establishing personal goals- serving a positive role model through

personal work planning. Reflecting organization plan in personal
goal, measuring and maintaining personal performance in varying
work conditions.
 Set and meet work practices- take initiative to prioritize and facilitate
competing demands to personal, tea, and organizational goals. Using
technology to manage work priority and commitment. Maintain
appropriate work life balance and manage stress.
 Develop and maintain professional competences- this is through
assessment of personal knowledge and skills against competency
standards to determine needs and priorities. Seeking feedback and
using it to improve competency. Identify, evaluate and select develop
opportunities for company. Develop new skills. Participate in
networks to enhance personal knowledge and relationships

Seek recognitions as proof of career advancement in line with

professional
requirements.

Employee recognition is acknowledgement of an individual or team for

effort and
accomplishment. This creates friendly atmosphere and enhances the sense
of
belongingness in the workplace. Motivation is also induced through
recognition.

Recognizing career advancement

Career advancement refers to individual’s upward progression in his or

her career.
Appreciation and recognition is essential in the workplace. People need to
be appreciated and their achievements recognized. This sense of
achievement makes one seek recognition for their contribution to the
organization. Recognition should be given to those who deserve it.
Ways of seeking recognition

 Application for awards: Organizations honor and recognize good

performance and thus the employees should seek out how to qualify
and awards for such qualifications and achievements.
 Public speaking: This is one of the dread arts but speaking in an
articulate manner and minus fear will make employees or one to be
recognized.
 Information sharing: You should be contributing ideas that you relate
one helpful and give complement when it is due.
 Sharing achievements with the employer: This involves using the
appropriate method of communication to give timely updates to the
employees on achievements both for individual and the organization.
 Volunteering for activities: Getting involved in voluntary activities
help the employee connected to the market [Link] does not
necessarily mean that when there is a task, then it is valuable to one.
Employees can even seek for tasks from the employer.
Conclusion

This learning outcome offered skills of maintaining professional growth

and development by effectively identifying personal training needs,
career opportunities, obtain relevant licenses and certifications manage
workplace priorities and be able to seek recognition for proof of career
advancement.