Project review presentation Submission details Student’s name Assessor’s name Date submitted Performance objective You must be able to provide effective leadership for their team and facilitate the work team during the implementation of the team project including decision making, resolving issues and developing team cohesion. You must support team members to achieve team goals and objectives, encourage team members to take responsibility for their own work, provide feedback to team members and ensure your own contribution to the team serves as a role model. You must also communicate information from management to the team and communicate team issues to management, ensuring follow-up action is taken. You must hold a progress and post project review meetings with your team. You must report to management on team progress during the course of the project. Assessment description This assessment task requires you to implement your team’s plan as documented in Assessment Task 1. You must support your team in order to achieve expected outcomes. You are required to hold project review meetings with both your team and management. You must also hold a post project review meeting with the team in which you celebrate successes, identify opportunities for improvement and disband. You are required to deliver a progress report during your progress meeting with management. At the progress meeting you are required to conduct an informal presentation in which you explain the information contained in the report and evaluate both you team’s progress. You must also deliver a post-project review report to management (assessor/supervisor) following the completion of the project as well as team effectiveness surveys and a brief reflection reviewing your success as a team leader and that of your team. You are required to report on any issues or problems the team is encountering during the progress meeting with management (assessor/supervisor) including conflict. You will be asked to explain how you resolved these issues. Critical success factors in this project include: • the use of effective communication techniques to participate in, and lead, the work team • knowledge of organisational goals and objectives and team leadership and behaviour which is aligned with these objectives • ability to deal with team conflict and resolve team issues. Procedure Implementation 1. During project implementation, you must complete the tasks in your plan. 2. You are required to: a. Hold at two (2) more team meetings (progress and post project review) and take minutes (see Appendix 10). During these meetings you must review your team’s performance and give your team members feedback on their performance. b. Establish a reward and recognition system for the project which applies for all team members. c. Conduct two (2) training/coaching/mentoring sessions with your team to address issues identified in their training planners. Record details of these sessions in your minutes. Note: You may want to do these at the same time as the team meetings (except for the final meeting). d. Record issues and corrective action taken in a project issues log. You may use the template at the end of this Assessment Task (see Appendix 11) or create your own. e. Attend one (1) progress meeting with your management (assessor/supervisor) to report on progress as required. Note: Assessor/supervisor will set times during your first session. f. You should prepare a progress report to deliver at this meeting. It is an informal presentation of your report but if you wish you may use PowerPoint slides, spreadsheets or handouts in addition to your post project review report. g. You may use the template at the end of this Assessment Task (see Appendix 12) or create your own. Management (your assessor/supervisor) will give you feedback on your team’s performance and raise concerns with you which you must in turn communicate to your team and ensure necessary action is taken. h. You should communicate to management (your assessor/supervisor) any unresolved issues, concerns and problems raised by the team, preferably during a team meeting and take minutes documenting this communication. Final team meeting 1. Finish the project by the planned deadline. Hold a project review meeting with your team. 2. Evaluate your team’s success. Identify the goals and objectives achieved and those not achieved. 3. Discuss why you did not achieve the identified objectives. Celebrate successes. Final review 1. Complete a post-project review report. a. Indicate which objectives your team achieved and any objectives your team didn’t achieve. b. Give reasons as to why you believe your team didn’t reach all of its goals. c. Discuss any issues or problems you encountered with your team during the project including conflict. Explain how you resolved those problems. d. You may use the template provided at the end of this assessment task or you may create your own (see Appendix 1). 2. Give all your team members Team effectiveness surveys to complete and hand back to you (see Appendix 2). 3. Write a three (3) paragraph brief reflection on your effectiveness as a team leader. a. Paragraph one should include the things you could have done better. b. Paragraph two should give examples of how you believe your contribution to the work team served as a role model for your team members. c. Paragraph three should include strategies for improving your effectiveness as a team leader. Specifications You must: • complete the project within required timelines • attend one project progress meeting with your supervisor in which you are required to present a post project review report. • Provide all documentation specified, including: o minutes of your progress and post project review team meetings o Issues log o Post-project review report o three (3) paragraph brief reflection on your effectiveness as team leader and the effectiveness of your team. o at least two (2) team effectiveness surveys from your team members. Your assessor will be looking for evidence of: • support for your team in meeting their expected outcomes • opportunities for your team members to participate in decision-making and problem-solving • recognition and follow up of issues raised by team members • support for your team to identify and resolve problems which impede its performance and recognition of individual and team efforts and contributions • facilitation of team members to take responsibility for team activities and communication processes • preparation of clear, concise and accurate information for project progress report/presentation, post project review report and documentation detailing issues and meetings • contribution to the work team which serves as a role model for other team members • coaching, mentoring, encouragement and feedback provided to team members to encourage and value efforts, boost team morale and motivate the team to reach its goals • communication of unresolved issues raised by team members to management (supervisor/assessor) and follow up action • communication of information from management (supervisor/assessor) to the team and follow up action • effective techniques in communicating information, dealing with team conflict and resolving issues • knowledge of organisational goals, objectives and plans • feedback collected from team members on team leader’s effectiveness. Adjustment for distance-based learners: This Assessment Task can be adjusted for distance learners. Recommended adjustments are provided below. • The learner should conduct the project as specified in the Assessment Task, but may require adjustment in reporting, presenting or interviewing, or other situations where the assessor and candidate meet face-to-face. • The project progress meeting with management (facilitator) can be varied to take place on the phone or a videoconferencing tool available to the learner. • The project team or group does not need to be fellow students but can be comprised of friends, family, local club members, workmates, and so on. • Evidence (documents, photos, videos) may be required and can be electronic, but must conform to format guidelines provided. • Team sessions can be varied to take place on the phone or a videoconferencing tool available to the learner. • The candidate should be encouraged to use video (if using a videoconferencing tool) so that others can see them while they are participating in the task. Team meetings can be varied to take place on the phone or a videoconferencing tool available to the learner. • Evidence of participation in team sessions (documents, photos, videos) can be submitted electronically or posted in the mail. • The progress report and post project review report, reflection and team feedback surveys can be submitted electronically or posted in the mail. • A follow-up interview may be required (at the discretion of the assessor). Appendix 1 – Team meeting minutes Date: _____________________ Time: __________________ Attended by: Apologies: To: Cc: Item/Issue Outcome/action When Who Appendix 2 – Issues log Date Task Issue Corrective action taken Appendix 3 – Project progress/status report Project Title: Project Manager: Progress Report Report No. RAG Status*: RED / AMBER / GREEN Tasks, milestones, deliverables achieved this period Completion dates Task, milestone, deliverable Comments Scheduled Actual Major risks and issues Risk/issue Impact Action taken/management strategy Recommendations and requests Tasks, milestones, outcomes scheduled for next period Completion dates Tasks, milestones, outcomes Comments Scheduled Forecast * RED Red = requires urgent attention! Project is very delayed and/or significantly over budget AMBER Amber = minor concern - project is delayed and/or over budget GREEN Green = project is on track to deliver as scheduled and within budget tolerances (such as +/- 10%) Appendix 4 – Post-project review report Name of project: Date and location of meeting: Names of attendees: Project overview: Review by team of goals, objectives/deliverables and schedule as outlined in project plan: Goal/objective/ deliverable Met Missed Partially met Comments 3. What worked well; what could have gone better? Worked well Could have gone better 4. Lessons learned 5. Next steps/improvement plans Appendix 5 – Team effectiveness survey Each team member must provide a candid assessment of the abilities of the team leader to promote team effectiveness. Objectives Were the project objectives clearly communicated to you at the outset of the project? Team building Did the project leader provide meaningful and effective team building activities? Decision-making and consultation Were you consulted in allocation of tasks and other decisions that affected you? Team member roles/tasks Was your team role clearly explained and outlined to you? Training needs Were you consulted on your skills and was a plan developed that accurately reflected your training needs? Leadership and guidance Did your team leader help you to feel confident, inspired and motivated to do the project? Meeting environment Were the meetings well run and effective? Did you have opportunities to raise issues and concerns? Would you recommend? Would you recommend your team leader for other projects? Why? Other Do you have any other comments? Name: Signature: ___________________________________ Date: