UNIT 4

Self and work Management

Dr. Mohammad Sultan Alam (M.Tech, Ph.D)

Assistant Professor Gr 2

School of Computing Science and Engineering

VIT Bhopal University
E-mail: [email protected]
 Course Code: NAS1001

Course Title: NASSCOM Future Skills - Associative Data Analyst

Course Type: LTP (Lecture-Tutorial-Practical)

Credits: 4

Syllabus

Venue : AB007

25-04-2024
 UNIT 4 - Self and work Management
• Establish and agree their work requirements with appropriate people

• Keep their immediate work area clean and tidy

• Utilize their time effectively

• Use resources correctly and efficiently

• Treat confidential information correctly

• Work in line with organization’s policies and procedures

• Work within the limits of their job role

25-04-2024
Establish and agree their work requirements with appropriate people

25-04-2024
 Establish and agree their work requirements with appropriate people
• Building Good Work Relationships: Making Work • This level of teamwork is essential to adapt
Enjoyable and Productive change, create, and innovate. And when people

Why Have Good Work Relationships? see the successes of working together in this way,
group morale and productivity soars.
• Human beings are naturally social creatures. And when you
• Good work relationships also give you freedom.
consider that we spend one-third of our lives at work, it's
Instead of spending time and energy dealing with
clear that good relationships with colleagues will make our
negative relationships, you can, instead, focus on
jobs more enjoyable.
opportunities – from winning new business to
• The more comfortable co-workers are around one other,
focusing on personal development.
the more confident they'll feel voicing opinions,
brainstorming, and going along with new ideas, for • And having a strong professional circle will also
example. help you to develop your career, opening up
opportunities that otherwise might pass you by.
25-04-2024
 Defining a Good Relationship
A good work relationship requires trust, respect, self-awareness, inclusion, and open
communication.

Characteristics for Good Relationship:

Trust:

• when you trust your team members, you can be open and honest in your thoughts and
actions. And you don't have to waste time or energy.

Respect:

• Teams working together with mutual respect value one another's input, and find solutions
based on collective insight, wisdom, and creativity.
25-04-2024
 Characteristics for Good Relationship
Self-awareness :

• This means taking responsibility for your words and actions, and not letting your own negative
emotions impact the people around you.

Inclusion:

• Don't just accept diverse people and opinions, but welcome them! For instance, when your colleagues
offer different opinions from yours, factor their insights and perspective – or "cultural add " – into your
decision-making.

Open communication:

• All good relationships depend on open, honest communication . Whether you're sending emails or, or
meeting face-to-face or on video calls, the more effectively you communicate with those around you,
the better you'll connect.
25-04-2024
 Which Work Relationships Are Important?
Although you should try to build and maintain good working relationships with everyone, some deserve
extra attention. Like the relationship between a boss and employee.

Regular one-on-ones:

• Let managers build relationships with employees. At these catch ups, you can show how an
individual's work fits with the organization's "bigger picture," understand their strengths, and
help them identify areas to develop.

You can also explore managing upwards:

• To analyze how your own manager prefers to work, anticipate their needs, and adapt your
approach for a smoother relationship.

25-04-2024
 Which Work Relationships Are Important?
• You'll also benefit from developing good work relationships with key stakeholders.

• These are the people who have a stake in your success or failure, such as customers, suppliers,

and your team. Forming a bond with them will help you to ensure that your projects – and

career – stay on track.

• A Stakeholder Analysis helps you to identify who these people are so you can devote time to

building these partnerships.

25-04-2024
 How to Build Good Work Relationships
• As you'll know from your oldest friends, building close connections with people can take time. But there are also

steps you can take today to get on better with your colleagues.

Identify Your Relationship Needs

• Do you know what you need from others? And do you know what they need from you? Understanding these

needs can be instrumental in building better relationships.

Develop Your People Skills

• Good relationships start with good people skills. Take our quiz How Good Are Your People Skills? to test how well

you collaborate, communicate, and deal with conflict. The quiz will also point you toward useful tools to improve

any weak areas.

25-04-2024
 How to Build Good Work Relationships
Focus on Your EI

• Emotional intelligence (EI) is your ability to recognize your own emotions, and better understand what they're telling you. By

developing your EI, you'll become more adept at identifying and handling the emotions and needs of others.

Practice Mindful Listening

• People respond better to those who truly listen to what they have to say. By practicing mindful listening , you'll talk less and

understand more. And you'll quickly become known as trustworthy.

Schedule Time to Build Relationships

• If possible, you could ask a colleague out for a quick cup of coffee. Or give a "one-minute kindness" by commenting on a co-

worker's LinkedIn post you enjoyed reading. These little interactions take time but lay the groundwork for strong

relationships.
25-04-2024
 How to Build Good Work Relationships
Manage Your Boundaries

• Make time, but not too much! Sometimes, a work relationship can impair productivity, especially when a friend

or colleague begins to monopolize your time. It's important to set your boundaries and manage how much time

you devote to social interactions at work.

Appreciate Others

• Everyone, from your boss to the intern, wants to feel that their work is appreciated. So, genuinely compliment

the people around you when they do something well. Praise and recognition will open the door to great work

relationships

25-04-2024
 How to Build Good Work Relationships
Be Positive

• Focus on being positive. Positivity is contagious and people gravitate to those that make them feel good.

Avoid Gossiping

• Office politics and gossip can ruin workplace relationships. If you're experiencing conflict with someone in your group, talk

to them directly about the problem. Gossiping with other colleagues will only exacerbate the situation, accelerating mistrust

and animosity.

25-04-2024
 Handling Difficult Work Relationships
• Sometimes, you'll have to work with someone you don't get on with. With the rise of virtual
workspaces, many colleagues are benefiting from some time apart. But even communicating
virtually can cause misunderstandings or tension.

• While it's natural to avoid people who cause friction, it's not always feasible or for the good
of your team. So, here are a few tactics to mend or maintain a professional relationship.

• Reflect on your positive history. If a good relationship has taken a turn for the worse after an
incident, research shows that reflecting on positive experiences with a co-worker can
strengthen a broken bond. Another option is to use an impartial mediator to bridge the
divide and find a quick resolution.

25-04-2024
 Handling Difficult Work Relationships
• Look to yourself. When we feel negative about someone, we can become impatient, get

angry, and demotivate others. And others can direct those negative behaviors back at us. The

Betari Box can help to break this cycle of conflict, stopping these harmful attitudes and

behaviors in their tracks.

• Find mutually beneficial goals. Have you considered that a difficult relationship might be due

to a power imbalance? You can use professor John Eldred's power strategies model to

identify any conflicting goals or power imbalances, and devise a method to communicate

better and improve your relationship.

25-04-2024
 Keep their immediate work area clean and tidy

25-04-2024
 Keep their immediate work area clean and tidy
✓ In order to maintain a professional and organized work environment, large corporations often spend a lot of
money on the upkeep of their offices.

✓ If you run a small or midsize business (SMB), there are ways to maintain a clean work environment without
breaking the budget.

1) Use proper storage for everything

• When you don’t have a proper place to put items—files, pens, calculators, etc.—clutter is the result. While a
desk with drawers is a great start, filing cabinets, shelves and even storage cabinets allow for you to neatly
stash all the small items needed to run your business.

• Used filing cabinets are a cheaper option than purchasing new ones. Have a closet with shelves to store your
work items and make sure to label everything so you can find it when you need it. Each shelf can be designated
for specific items, such as one for binders and another for pens and pencils or small office supplies.
25-04-2024
 Keep their immediate work area clean and tidy
2) Get rid of what you don’t use
• A messy desk usually builds up over time. To keep desktop clutter to a minimum, try this tactic: Take any paper
or item that is normally on, in or around your desk and put it in a box.

• As you need an item, remove it from the box and return it to your desk.

• After a week has passed, whatever is left in the box must either go to another storage area or be recycled.
Anything that has not been used in a week should not be visible in your workspace.

3) Move to a paperless office

• Clutter in the office often builds up from printing emails, forms, receipts or other paper transactions. There are
a variety of apps and programs that allow you to save your information online.

• From there, you can save it, organize it and share it with others. Not only will this create less paper waste, but it
is also25-04-2024
kinder to the environment.
 Keep their immediate work area clean and tidy
4) Shop around for cleaning supplies
While you don’t want to skimp on frequency of cleanings, especially in the office bathrooms and kitchen, you can save a lot of
money by being budget conscious when buying cleaning products and other supplies. Tips for saving money on cleaning
supplies include:

• Buying the store brand instead of the name brand. Compare active ingredients. Often the store brand has the same stuff in it
for less than half the price.

• Use subscription services (like Amazon.com) or buy in bulk to save money.

• Be a minimalist with cleaning supplies. A vacuum with a hard floor cleaning feature can mean you don’t have to continually
purchase mops. Buying a versatile spray cleaner can eliminate the need to buy separate toilet, sink and counter cleaners.

• Use coupons and shop around for hot deals. For big-ticket items like vacuums and carpet shampooers, consider buying used.

• Use sanitary wipes as a cheap, easy solution for wiping surfaces between deeper cleanings.

25-04-2024
 Keep their immediate work area clean and tidy
5) Organize your cables
• The rise of technology has meant the proliferation of wires and cables. Besides being a safety
hazard, these unsightly cables can cause excess dust and can also make you feel more
disorganized.

• Rain gutters bought at a hardware store can be attached to the back of a desk and the cables
can be run through them, out of sight.

• Additionally, you can experiment with decorative boxes purchased from bargain retailers. Cut
holes in the back of these boxes and run the cables through these boxes, with the plugs
coming out of the back hole.

• Making your cables invisible creates the illusion of a clutter-free, wireless workplace.
25-04-2024
 Keep their immediate work area clean and tidy
6) Don’t eat at your desk

• Eating at our desks is a bad—if convenient—habit that many of us are guilty of.

• This practice can leave behind a mess of crumbs and stickiness all over your work area.

• By having a designated area where employees can eat, you will minimize desktop dirt while providing your team with
a gathering place to relax. As a bonus, a designated eating spot is great for workplace culture and employee well-
being.

7) Take turns cleaning

• Remind everyone that a clean office helps create a more efficient working environment and that it is in everyone’s
best interest to help out. In order to make sure that the cleaning is accomplished, you can make a challenge out of it.

• At the end of the week, the person or team with the cleanest work area gets free bagels or another breakfast treat on
Monday morning.
25-04-2024
 Utilize their Time Effectively

25-04-2024
 Utilize their Time Effectively
• Alone we can do so little; together we can do so • You may have a couple of team members who
much. aren’t producing as much as the rest of the

• You could be surrounded by ten of the most hard- team. This will mean you end-up missing
working, dedicated, and talented individuals deadlines or creating resentment among others
around. But if you’re not working together as team because a few of the colleagues are holding
then all of those attributes will go to waste. As a them back.
result, you, your team, and business won’t
Start by being productive yourself.
succeed.
• Improving your team’s production is no-easy task
Inspire and motivate each other.
— it’s a daily challenge.
• one of the best ways to get the most out of our
• But, you can use the following ideas to make
team is by inspiring and motivating each of them
25-04-2024
managing our team’s productivity a reality.
to be as productive as possible.
 Utilize their Time Effectively
1. Set attainable goals

• Before starting a project, take the time to know exactly what each team member will be
responsible for. Ideally, you want to play to their strengths and weaknesses. If you run a
marketing agency — then you have your social media manager handle the social media
marketing for a client. It wouldn’t make sense for you to have a graphic designer create and
manage a social media campaign.

• You also want to make sure that you set attainable goals and deadlines. If not, you’re going to
overwhelm your team. Start by breaking larger projects into smaller chunks with realistic
deadlines. This not only makes the project more manageable, it also gives your team a
chance to track the progress of a project.
25-04-2024
 Utilize their Time Effectively
Still need help setting goals for your team? Here’s a simple five-step process for effectively doing so:

• Use the SMART system. This means that all goals need to be specific, measurable, attainable, relevant, and
time-related.

• Align all goals to each team member’s department, as well the company. This lets them see that they have a
role to play in the bigger picture.

• Create an action plan, such as milestone. This is an effective way for team members track their progress.

• Set and track their progress. Use online tools like Asana, Confluence, Any.Do, Trello, or even just your Google
Drive to set goals and track their progress.

• Follow up and reward. Whether a goal has been met or not, follow-up with your team using performance
reviews. This gives you and your team members to see which processes worked and which didn’t. When goals
have been met, reward them with a an award or gift.
25-04-2024
 Utilize their Time Effectively
2. Clarify roles and tasks

• “In order to build an organization that runs efficiently you need to define clear roles and
responsibilities for every member. There will always be some crossover but you want to avoid it the
best you can. You need to be able to define both individual and collective roles for everyone and their
teams.

• This can become challenging when you’re managing a large organization with various departments. In
this case, you have to clarify the roles of each team member within the department.

• “For example a large sales organization will have multiple teams within the sales umbrella,” such as
sales development representatives, and account executives. As the leader, “it’s your responsibility to
make sure each individual is aware of their role as well as the team.”
25-04-2024
 Utilize their Time Effectively
3. Block out time for interruptions.

• These are proven to kill focus, productivity, and motivation.

• According to a Rescue Time survey, a whooping 98 percent of respondents said that they were interrupted at
least a few times daily. These interruptions, like colleagues popping in your office, emails, phone calls, and
instant messages, may not seem like a big deal.

• You know you want those headphones. Get them.

• At the same time, office interruptions are unavoidable. You can use noise-blocking headphones to drown out
background noise. Turn off all of your email, text, and instant messaging notifications, and put a ‘Do Not Disturb’
sign on your door. But, at some point, you and your team will have to interact with each other or respond to
these communications.

• Instead of fighting these interruptions throughout the day, encourage your team to manage them.
25-04-2024
 Utilize their Time Effectively
• One of the most effective ways to manage interruptions is by asking your team members to
block out time for them. Suggest that they check their emails or messages or pop-in at times
when they know that they’re not working — like during lunch.

• Ask before interrupting.

• Other suggestions are encouraging your time to ask if someone is free before a face-to-face
interruption and scheduling specific times to answer a complex questions.

• Stop scheduling unnecessary meetings. There’s no need to drag your entire team away from
their work just to ask one department head how their part of a project is coming along. Do
these tasks through email, Slack, or a project management tool.

25-04-2024
 Utilize their Time Effectively
4. Make meetings more productive

• Even if you no longer schedule unnecessary meetings — there will still be times when
meetings need to be penciled into you and your team’s calendars.

• To ensure that the meeting isn’t a waste of time, here’s some pointers on how you can make
meetings more productive:

• Keep attendance small. Again, there’s no need to make every team member attend a meeting
if it doesn’t involve them. After you know who needs to be in attendance — use a calendar or
scheduling to find out everyone’s availability.

25-04-2024
 Utilize their Time Effectively
4. Make meetings more productive

• When a date and time has been set, create and send all participants a detailed agenda at
least three days in advance. The agenda should include when and where the meeting will
take place, how long will last, who is attending, the goals and objectives, and any relevant
document attachments or references.

• Make sure that you start and end the meeting on time.

• Keep the meeting as short and concise as possible — there’s really no idea to have a meeting
that lasts over a half-an-hour.

• Keep attendees engaged by giving them encouraging dialogue, being authentic, or assigning
roles25-04-2024
to make the meeting run more smoothly.
 Utilize their Time Effectively
5. Embrace changes in real-time

• Thanks to tools like Calendar, Google Drive, Slack, and Trello, you and your team can share, comment, or edit
documents. You can provide feedback and you’ll be aware of any changes. If a team meeting had to be cancelled
at the last minute — everyone’s calendar would automatically be updated.

• As a result, your team feels like they’ve been kept in the loop in regards to projects, goals, and deadlines.

6. Delegate tasks to the right people

• It’s no secret that people are more engaged, effective, and productive when they’re assigned tasks based on
their strengths. This is also true when assigned tasks that they’re interested in.

• Maybe the person responsible for writing blog posts for your company doesn’t have the time to compose a new
article. Instead of waiting until they have availability, delegate this to a new member who enjoys writing — even
if it’s not his or her responsibility.
25-04-2024
 Utilize their Time Effectively
7. Resolve conflicts ASAP

• Don’t allow any workplace conflicts to fester. If you do, you’re creating a negative and unhealthy work
environment. Poor environments will hinder your team’s productivity.

When an issue arises, here are some steps that you need to take immediately

• Acknowledge that a conflict does exist instead of turning a blind eye.

• Let the individuals involved express their emotions.

• Define the problem by meeting with team members separately.

• Reach a solution that everyone is content with and not deciding who is right or wrong.

• Find common areas of agreement, such as agreeing on the problem, the procedure to follow, worst fears, and
the small changes that make everyone feel successful.
25-04-2024
 Utilize their Time Effectively
• Find solutions to satisfy those involved. If two team members can’t collaborate with each others, then assign them to
different teams so that they don’t have to interact with each other as much.

• Schedule a follow-up meeting to see how the two parties are doing.

• Determine how you’ll handle the conflict if it goes unresolved. This could include bringing-in an outside facilitator or
taking disciplinary action.

8. Don’t overdo it

• Finally, remember that less is more. There are countless tools, tips, and tactics that you can use to increase your
team’s productivity.

• Too many tools, tips, or tactics, your team won’t become more productive. They’ll become too overwhelmed.

• Let’s say that you use separate apps for your calendar, email, instant message, and to-do-list. Your team will be
spending more time juggling between all of these apps instead of cranking out work. Find a unified tool that comes
with all of these features so that they’re not bouncing back and forth between apps.
25-04-2024
 Use resources correctly and efficiently

25-04-2024
 Use resources correctly and efficiently
• In today’s environment, companies are under increasing pressure to deliver innovative, technologically
advanced products and services with shrinking budgets. As a result, resources must be fully utilized and focused
on the highest priorities at any given time. Of course the term resources can refer to a number of different types
of assets, but here we’re focused on the most important type, your people.

• Unfortunately, ineffective or suboptimal resource management will certainly lead to negative consequences
such as poor productivity, delays, decreased quality, increased costs, missed opportunities, and low morale.

• But how can we improve resource management? My teams are already at capacity, what more can we do?

• A key part of the challenge is recognizing that high resource utilization is not an indication of good resource
management. The key is ensuring that your resources are working on projects aligned to strategic corporate
goals, that match their skill sets and where they have adequate bandwidth. Indeed, organizations continually
overcommit their people resources, limiting growth and innovation. Determining what work or demand to
undertake next and when resources will be available are huge challenges as well.
25-04-2024
 Resource Management Best Practices
Understand which resources are in short supply and focus on them

• you can employ the 80/20 rule, where basically 80% of the effects (or resource constraints)
come from 20% of the resources. These are the people in high demand to do the work.

• Focus on these constrained resources, and plan around their availability, to help avoid
bottlenecks and unnecessary delays.

Realize resource management is an ongoing process

• Recognize that conflicts will occur because unexpected events and changes are inevitable
(and more frequently than we would like!)

• Work together to resolve resource conflicts based on your immediate and downstream

priorities
25-04-2024
 Resource Management Best Practices
Agree on a common approach to prioritizing work across shared resources

• Create an agreed-upon scoring/evaluation process in advance to help facilitate objective decision making,
rather than fall victim to the “squeaky wheel” problem

• Monitor unplanned work that can steal from your capacity and create hidden delays

• Keep in mind that overcommitting people can lead to quality problems and a reduction in overall throughput

Plan work

• Consider traditional tasks with start/finish dates and durations for formally defined work and less formal lists to
handle lightweight assignments

• Align projects and other work to the strategic outcomes they are meant to support

• Utilize automated processes where possible to reduce administration

25-04-2024
 Resource Management Best Practices
Embrace different ways of working across the organization and resources
• Different types of work, and even different groups within your organization, may benefit from
a specific methodology

• As such, ensure that the tools and selected approaches align and create efficiencies

• At higher levels, a more standardized roll up can provide the metrics needed for a
comprehensive view of your organization

• This will enable your organization to plan, manage, and deliver work – utilizing a range of
methodologies such as traditional or milestone-driven, iterative, Agile, and even collaborative
work

25-04-2024
 Resource Management Best Practices
Manage work and resources uses a blend of granularities

• Planning work, managing assignments, and reporting time doesn’t all have to utilize the same
granularity. Find the balance that works for each situation.

• Planning work is often the most granular, while time reporting may be elevated to simplify
the reporting process of those tracking time, which leads to a greater level of accuracy

• When assigning resources to work, long-term assignments often work best at the high-levels
while near-term assignments tend to be well understood allowing for more detailed planning

25-04-2024
 Resource Management Best Practices
Manage resource assignments

• Use high-level buckets at the project or phase level as a starting point if resource management is new to your organization

• Remember that one-size doesn’t fit all and varies usage based on specific, constrained resources or groups. For example,
DBAs may be shared and overutilized so you may want to increase the level of detail to minimize conflicts.

• Ensure that your resource management usage decisions can evolve as needs and challenges

Report time

• Remember that different groups may be more reluctant to time reporting, so keep things simple and easy (especially in the
beginning)

• Further ease adoption by tracking time in the execution tool of your resources’ choice

• Utilize actuals to assess performance and understand trends to improve future planning

• change over time

25-04-2024
 Resource Management Best Practices
Apply assignment types that align to your business needs

• Utilize unnamed, role-based resources for long-term planning, or when the specific resource isn’t known in advance

• Soft-booking of named resources can benefit medium-term planning and prioritization processes

• Hard-book named resources for the short-term when detailed information is known

Account for non-project time

• Ensure that administrative time, paid time off, etc. are accounted for when planning in both the long and short terms

• Don’t forget about unexpected project activities; be sure to provide a mechanism to capture this time – otherwise you
will lose visibility to this reduction of capacity

• Realize there will be a natural time loss from common, everyday items, such as administrative tasks (e.g., email,
general meetings, etc.)

25-04-2024
 Resource Management Best Practices
Avoid or limit multi-tasking

• Multi-tasking sounds efficient, but often results in lower overall productivity

• Try to limit the number of parallel tasks and your resources will perform better

Keep your most valuable assets and resources productive and happy

• Last but certainly not least, take care of your resources because turnover causes a
tremendous loss in productivity/capacity

• Offer training programs and don’t over-utilize to reduce burnout

25-04-2024
 Treat confidential information correctly

25-04-2024
 Treat confidential information correctly
Handling Confidential Information in Your Business

• When handling confidential information in your business, whether it's relating to your
customers or employees, you have a duty to take the necessary steps to protect it. Here are
some of the best ways.

• When handling confidential information in your business, whether it's relating to your
customers or employees, you have a duty to take the necessary steps to protect it. Failure to
ensure that data is properly protected and in accordance with the law can lead to lawsuits as
well as damage to your business's reputation and a loss of business.

• Below are some of the best ways to better protect the confidential information that your
business handles.
25-04-2024
 Treat confidential information correctly
1. Control Access

• For any information that's stored digitally it's incredibly important that you control access to
it by using passwords, firewalls and encryption. This is especially important when the
information is contained on smaller storage devices such as USB drives that are easily
misplaced.

• When using passwords to control access to confidential information, you must ensure that
they're both secure and changed regularly. Using easy-to-guess passwords is a mistake that
many businesses make and something that you should avoid doing if you want to keep your
confidential information secure. The best type of passwords to use are a combination of
upper and lower case letters and as well as special characters.
25-04-2024
 Treat confidential information correctly
2. Use confidential waste bins and shredders

• As prominent as digital data has become, most businesses still deal with a lot of paperwork on a day-to-day
basis. If you need to dispose of sensitive documents, then be sure to shred them or use a confidential waste bin.
Issues such as identity theft mean that you should never assume that because a document has been put in the
bin, it will not be viewed by anyone else.

3. Lockable document storage cabinets

• If you need to permanently destroy confidential documents, then a shredder works well but what about
documents you need to keep on hand? In this case the best option is to have lockable storage cabinets that only
a few select people have the key for.

• To provide an added level of protection, it's also a good idea to keep any lockable storage cabinets in a locked
room that cannot be accessed by everyone.
25-04-2024
 Treat confidential information correctly
4. Secure delivery of confidential documents

• Storing confidential documents safely on your own premises is one thing but if they need to
be delivered then it's extremely important that this is done in a secure manner. If it's physical
documents that need to be delivered, then it's a good idea to use a trusted courier service or
ideally have them delivered by someone you trust within your organisation.

• For digital documents that need to be sent to a third party, you can either email or use a file
sharing program. If you use a file sharing program, then it's very important to encrypt the
documents and make sure you use a trusted service provider.

25-04-2024
 Treat confidential information correctly
5. Employee training

• When it comes to confidential data being leaked, often it's a company's own employees who are the biggest
risk. This isn't necessarily due to malicious reasons either; often it's simply because the right training was not
provided.

• When training your employees about protecting confidential information, it's a good idea to start first with
explaining why data confidentiality is so important and then provide training about the practical aspects of data
protection i.e. using secure passwords, destroying of documents etc.

• When training your employees about data confidentiality you can either do it in-house or hire a third-party
company to provide the training. It may be more practical to do your own training in-house regarding the non-
technology aspects of this, but if you want some assistance on passwords, phishing or other IT aspects then
you'll probably want some expert advice from an external IT company such as ourselves.

• 25-04-2024
 Work in line with organization’s policies and procedures

25-04-2024
 Work in line with organization’s policies and procedures
✓A workplace policy clearly defines an organization's expectations regarding employee
behavior and performance.

✓A workplace procedure tells employees how to implement those policies. When used
together, policies and procedures give employees a well-rounded understanding of their
workplace.

✓As an employee, it's important to comprehend the policies and procedures in your
workplace.

✓Understanding the policies and procedures significant to you can have a positive impact on
your working life. It lets you know what is expected of you and what rights you have.

25-04-2024
 Workplace policies and procedures
1. Code of conduct • Break and mealtime policies
• A code of conduct is a common policy found in most • Confidentiality
businesses. It is a set of rules that companies expect • Use of company property
employees to follow.
• Use of social media
• The rules establish the expected behavioral • Plagiarism
standards for all employees. A code of conduct • Travel policies
policy may cover the following:
• Conflicts of interest
• Attendance and absence
• Client interaction
• Employee behavior
• Dress code
• Company values • Reporting misconduct
25-04-2024
 Workplace policies and procedures
2. Recruitment policy

• A recruitment policy outlines how the company hires new people. It outlines the hiring process and aims to promote
consistency in the recruitment process. It's an important document for employees to access. It may cover the following
things:

• Internal and external hiring preferences

• Equal opportunity and anti-discrimination

• Job description and advertisement templates

• Selection process and timeframe

• How to review resumes and cover letters

• The expected amount of short-listed applicants

• How to check references

• How to select a suitable candidate and offer the job

25-04-2024
 Workplace policies and procedures
3. Internet and email policy • Controls on misuse of the internet
✓This policy outlines how companies expect employees to • Restrictions on web browsing
use their email accounts and the internet. It helps to save
• A security protocol for online data
time and promote efficiency.
• Download rules
✓It also sets up procedures to minimize risk, which is
especially important for secure networks. • Social networking rules

An internet and email policy may cover the following • Work email usage rules
things:
• How to frame emails to colleagues
• Internet access rules
• Work email usage at home or outside
• Appropriate online usage
the office
25-04-2024
 Workplace policies and procedures
4. Mobile phone policy

• A mobile phone policy covers the rules of mobile phone usage in the workplace. It may cover personal
mobile phone usage as well as work mobile phones. They provide employees with a comprehensive
set of rules about when and how they are allowed to use their mobile phones. This sort of policy is set
up to promote productivity and reduce distractions. It may cover the following:

• When you can use your personal mobile phone

• Where you can keep your personal mobile phone during office hours

• Rules surrounding personal phone calls

• How to use your work mobile phone

• What is and isn't acceptable use for you work mobile phone
25-04-2024
 Workplace policies and procedures
5. Smoking policy

• A smoking policy covers a workplace's rules regarding smoking and tobacco use. Many
companies do not allow smoking on their premises. It's important for employees to know
where and when they can smoke, if applicable. A smoking policy may cover the following:

• Whether smoking is allowed

• Designated smoking areas

• Smoking breaks

• Smoking off-site

25-04-2024
 Workplace policies and procedures
6. Drug and alcohol policy

• This type of policy covers a company's rules regarding drug and alcohol use. It may mention
procedures for dealing with rule-breaking. It may also mention the procedure for dealing
drug testing. A drug and alcohol policy is usually a strict list of rules that may cover the
following:

• A company's tolerance to drug and alcohol use

• Drug testing rules

• Alcohol use rules (i.e., Friday drinks)

• Procedure for dealing with intoxicated individuals

25-04-2024
 Workplace policies and procedures
7. Health and safety policy • Safe handling of materials and

• This type of policy covers a company's obligations substances

under work health and safety laws. It is an • Supervision rules

important policy because it establishes how • Delegation of authority
employees are protected. Such a policy may cover
• Accident training
the following:
• Physical and mental health
• Risk assessment
information
• Employee safety training
• Monitoring hazards
• First aid information
• Emergency procedures
• Equipment maintenance
25-04-2024
 Workplace policies and procedures
8. Anti-discrimination and harassment policy • Procedure for employee complaints

• An anti-discrimination and harassment policy is • Education and training for

important to promote a healthy and positive employees

workplace for all employees. One of the key things • Provide a clear definition of
to include in this policy is education. discrimination and harassment

• Education is one of the best ways to prevent • Guidelines for dealing with

discrimination and harassment. discrimination and harassment

This type of policy may cover the following: • How management expects to
respond to complaints

• Confidentiality information
25-04-2024
 Workplace policies and procedures
9. Grievance handling policy

• A grievance handling policy is particularly important for employees. A grievance is a formal complaint
made by an employee towards an employer. This policy can outline your rights as an employee and
how the company expects to respond to your grievance. The policy can cover the following:

Procedure for submitting a formal grievance

• Company policy regarding response

• Procedure for investigating the grievance

• Time frame

• Confidentiality

• Possible outcomes

• Appeal
25-04-2024
information
 Workplace policies and procedures
10. Discipline and termination policy • How a company responds to rule breaks

• A discipline and termination policy establishes • Your rights to appeal discipline

how a company may handle employees who don't • Procedure for an investigation into
follow their policies. It demonstrates incidents
consequences and possible dismissals. This type of
• Reasons for termination
policy is important for employees as it lists their
• Pre-termination procedure
rights in terms of discipline and termination.
• How to tell an employee they have been
This policy may cover the following:
let go
• Procedure for dealing with incidents that go
• Post-termination procedure
against company policy
25-04-2024
 Work within the limits of their job role

25-04-2024
 Work within the limits of their job role
• If your employer infrequently asks you to do something extra, beyond your
usual duties, showing her you're a team player may be a safer career move than
refusing.

• However, sticking within the scope of your job description is generally better for
the organization.

• Recognizing the importance of working within the limits of your own role and
responsibilities maintains good relationships with colleagues who might
otherwise think you're stepping on their toes.

25-04-2024
 Work within the limits of their job role
Unreasonable Requests

• Some requests for extra work are worse than others. If you're driving by the post office,
picking up the mail may not be much of an imposition.

• Being asked to scrub toilets when the janitor is sick is another story.

• Even individually innocuous requests can be a problem if they become frequent or

unreasonable.

• Asking a copywriter to repair a computer may not be a big imposition if she has the skills, but
if the boss decides to make her the designated repair person, it could increase her workweek
by 10 or 20 hours – often without any added rewards.

25-04-2024
 Work within the limits of their job role
Poor Performance Confusion and Uncertainty

• Your employer may demand you wear more hats • One of the reasons job descriptions exist is to give
because, say, assigning a project manager to make sales you and your employer a standard by which to judge
calls is cheaper than adding new staff. your performance.

• If making cold calls isn't in your skill set, being forced to • The description includes a list of essential functions
do it probably won't make you any better at it. and performing them well is a sign of a good

• Having extra duties can even reduce your performance at employee. When your duties are vague and

your core job. undefined, it's harder to evaluate you fairly.

• You have less time to work at your regular duties, and • That also makes it harder for you to prioritize. If, for
switching tasks – from, for example, web design to example, you're a graphic designer putting in 10

receptionist to customer service – reduces your ability to hours a week in customer service, you may have no

focus. idea what metrics you're being judged by.

25-04-2024
 Work within the limits of their job role
How to Deal
• If the extra work isn't unreasonable, it might be worth going along with the request. If the
added workload causes problems, talk to your boss. It may be he's lost track of how much
extra he's assigned you. Ask him if the change is temporary or if he's grooming you for a new
position.

• If it's a permanent change, ask about getting better training for your new responsibilities or
added compensation such as an extra day off or a pay increase. For example, you might say to
your boss, "I am regularly doing more than in my job description. While I appreciate the
opportunity to learn and grow, I would like to discuss a possible raise in line with the higher
level tasks I am performing."
25-04-2024
.
 Work within the limits of their job role
How to Deal

• If the extra work isn't unreasonable, it might be worth going along with the request. If the
added workload causes problems, talk to your boss. It may be he's lost track of how much
extra he's assigned you. Ask him if the change is temporary or if he's grooming you for a new
position.

• If it's a permanent change, ask about getting better training for your new responsibilities or
added compensation such as an extra day off or a pay increase. For example, you might say to
your boss, "I am regularly doing more than in my job description. While I appreciate the
opportunity to learn and grow, I would like to discuss a possible raise in line with the higher
level tasks I am performing."
25-04-2024