Presentation on theme: "Plan & Establish Systems and Procedures"— Presentation transcript:
1 Plan & Establish Systems and Procedures THHGGA08BSession 1
2 Objectives Today Introduce outline for unit Establish timelines for assessmentsPlan and develop systems and procedures
3 Unit competencies Identify need for Enterprise Systems and Procedures Plan and develop S&PIdentify problem areas and take actionDevelopment and revision of systems
4 Assessments: Project Case Study Due dates – Discuss this referring to roster
5 At the end of this session you should be able to: Define systems and proceduresExplain the benefits of using S & PUnderstand and explain your role as a manager of S&PIdentify S&P requirementsIdentify problems
6 SystemsSystem – an arrangement or combination of interrelated and interdependent things or parts that form a whole.Inputs: people, equipment, capital, materials, technology, informationProcess: activities, workflow, work methods and proceduresOutputs: final services, information, results
7 ProceduresProcedure – a series of ordered steps used to get a job done or to solve a problemStandard Operating Procedures (SOP’s)Particular process or standard for every taskUsed for quality control and consistencyOther ProceduresNot as prescriptive, a series of steps but discretionary
8 Your RoleYou will be expected to manage existing systems, monitor and review them and occasionally, set up new systems.You will need to develop, monitor and adjust proceduresThese entail you having an in-depth understanding of these to the degree of being able to explain, teach, analyse and motivate staff in the use of S & P’s.
9 Why is this a skill you should learn and develop? Help w/ Quality Control – examples?Assist w/ Problem Solving – example?Ensure Consistency – How?Ensure legislative requirements (laws) are adhered to – example?Used to quickly train staff – How?Lower response and delivery time – How?Generally to make things much more efficient and effectiveGroup exercise w/ white board. Headings on board ‘Systems’ and ‘Procedures’ Get class to give examples for each and the significance/use of the examples.
10 Identifying Requirements and Problems Your job as a manager is to constantly identify if something can be done better, faster or at less cost. How can you do this?Cut out unnecessary stepsAvoid duplication of effortReduce time to accomplish tasksAvoid workplace accidentsReduce cost by not using so many materialsEtc.Examples?
11 Steps to establish S & P requirements and identify problems: 1 Steps to establish S & P requirements and identify problems: 1. Clarify the purpose of the workWhat is the purpose of the S or P? eg. Set up the restaurant for breakfast.What are your objectives? – eg. Two staff to do this in half an hour.What standards do you want to set? Eg. Table setting, distance between, etc.Each student to give another example with these headings
12 2. Personal Feedback – identify requirements and problems by ‘walking the job’ Observe but beware of being ‘too familiar’ with the workplace to see the problems.Ask your staff‘Lead and manage people’ – (good communication skills)Important: identify the real problem or issue otherwise your solution will not work!
13 3. Create an Environment of Continuous Improvement Engage in a never-ending search for improved quality, faster response, lower costs, etc.Be strict, but not to the detriment of your development !Get your staff to be part of the process – instil pride and understanding – tell them ‘WHY’ and the benefits for them, the customers and the org.