B2 Assessment Centre A Bluffer’s Guide Nick Rickard V1.2

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Introduction - Myths You need to be a business guru to pass You need to know the competences inside out You need to spend months preparing You need to do all the past papers It is immensely stressful

Introduction - Facts You will be there because you will be seen to be ready –You already display ability in all the core competences Stress goes when you are prepared Preparation is quality not quantity You need to give a compelling performance –Need to achieve the standard in most of the competences at sift and centre (and PADRs)

Introduction - Disclaimer The templates and suggestions listed here got me through… this time –It changes from year to year –The core competences changed in 2006 –Future B2 demand may vary

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Structure - Application Consider whether you are ready Self-assessment tool –Assessment of current position against Band C and Band B competences –Agreed with Line Manager Application form –No ‘justification’ or career history required Countersigning Officer assessment

Structure - Sift ‘Automatic’ invitation One day, two written papers (no role play) Assess most core competences Numbers game –Bar is quota not standard –2006: 650 applicants, >600 at sift, 105 taken to centre

Structure - Sift Exercises based on B2 daily tasks 2006 (2005) Exercises: –e-Business Unit Team selection and implementation plan –Emergency Services Make savings in emergency service provision by part-privatisation

Structure - NIMOD New Iberian MoD –You are B2 on secondment –Mirrors UK system –Assume UK laws, etc But do not quote UK legislation (eg H&S)

Structure - Scoring System 6 – Excellent 5 – Good 4 – Acceptable (minimum B2 standard) 3 – Needs some development (dip) 2 – Needs significant development 1 – Needs major development

Structure - Scoring System Leading and Working Together Being Personally Effective Delivering Results

Structure - Centre Assessment Centre still considered the best method for selection 2 ½ days –2 days assessment, ½ day feedback –Written and role play exercises Report based on performance over 2 days PADR / Sift / Application used to help borderline cases

Structure - Centre Standards not numbers –2006: 105 attended, looking for but passed on standard of B2 not numbers

Structure - Centre Exercises based on B2 daily tasks 2006 Exercises –Shannon (role play) Brigadier and ‘shy’ woman –Malin Preparation for operations –Rockall (role play) Briefing journalist on body armour story

Structure - Centre 2006 Exercises (cont) –Fastnet Recommendations on withdrawal of troops –Fair Isle Choice of navigation system – options paper –Fair Isle (role play) Briefing minister on options paper –Lundy Downsizing department – staff selection

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Preparation - Competences Consider how demonstrate core competences –Effective indicators –Previous scenarios (good and bad) –How get a 5 or 6, not ‘just’ a 4

Preparation - Templates Produce own templates –Use these (later in presentation) as guidance –Ensure you’re happy with what they mean / when to use –Jot them down at the start of every exercise Past papers –Def Intranet website

Preparation – Past Papers Past Papers –Suggestions in the Notes –Pre-sift day with no preperation Use as benchmark –Some exercises completely –Some exercises partially “I know how to do options analysis therefore knock 20 minutes off”

Preparation Previous candidates Devote time to it –Is job or personal development more important? But… Decide on own preferred approach

Preparation - Mine Practiced a couple of past papers – compared with colleagues’ past papers Practiced the templates – possibly the most focused element Attended the Effective Briefing course Treat work tasks as Assessment Centre exercises

Preparation - Courses Speed Reading (DPA Sec) Effective Briefing (National School of Government)

Preparation - Tactics Realism –The centre is a staged scenario –Accept ‘unrealistic’ scenarios –Get on with it, play the game Use templates Exam technique –Exercises are not difficult, only pressure is time –Time management, all deliverables

Preparation - Suggested Answer Format Loose minute –1 to 2 pages of covering narrative on requested output –Backed up by a number of annexes, eg: Annex A – response to Air Marshall Annex B – staff selection criteria Annex C – implementation plan Use separate sheets of paper –Multi-tasking answers

Preparation - Tactics Can only get marked on clear evidence –Explain everything - “relevant stakeholders” –Go further – “teambuilding”, what is it, agenda, how long, overnight issues for staff with childcare (diversity) Scribble notes in margins –Extra credit from assessors Spell out processes –don’t take steps for granted

Preparation - Tactics Use ‘extra’ 10 minutes –Reading time to start templates Extra bits –Promise everything – “I’ll come and see you tomorrow”, “please call if you want to discuss further” –Follow up actions, timescales –Always think IT and communications

Preparation - Tactics Look out for obvious diversity issues –Old male staff managing ambitious females –Always clamp down immediately Delegate –Objectives not tasks –Do not try to do all your section’s work Avoid novel ideas –Stick to tried and tested options and templates

Preparation - Themes NIMOD Government Policy –Decentralise –Local (un)employment –Value for money Information Management –Shared working environment, website, group –Communications strategy – press release, website –Targeted not blanket

Preparation - Themes Evidence –Has it been done before –Accountability, governance –Challenging existing assumptions Business Initiatives –Using EFQM / balanced scorecard – train people to use –Equal opps, diversity, discrimination, health & safety, values, facilities for people

Preparation - Hot Topics Downsizing, trade unions Ethics, bullying Relocation of staff Stress, flexi time Bonus, staff rewards DLO/DPA merger PFI, service provision, contractors on front line Women (gays) on frontline Pension / retirement age TA – resign when war breaks out

Preparation - Role Play Always take a pen and paper to make notes for action plan Use preparation time fully, plan for the interruption in another exercise Take control – time and situation Treat it as real, the actors will Look for diversity 'nuggets' Don't rise to provocation Try to turn tables, what would that person suggest You can only be assessed while you're talking so don't let them gush their life story

Preparation - Meeting Forms Meeting preparation and evaluation form –Practice from past papers

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Templates - Suggested Answer Format Loose minute –1 to 2 pages of covering narrative on requested output –Backed up by a number of annexes, eg: Annex A – response to Air Marshall Annex B – staff selection criteria Annex C – implementation plan Use separate sheets of paper –Multi-tasking answers

Templates - Written Brief (Loose Minute) Title Issue Recommendation Timing Background –Argument –Implication (risks + mitigations) – stakeholder, concern, response Presentational Issues Way Forward / Next Steps

Templates - Action / Implementation Plan Serial (number) Objective / Requirement (Clear benefits) Action Resource / Owner Measurement / Monitor Performance Indicator / Target Review (timeframe) Risk(s) Mitigation

Templates - Business Plan (Strategy) Introduction Aim Objectives (benefits) Target / Critical Success Factors Implementation Plan Risks + Mitigation Resources (team) Future (review, measure success) Presentational Issues (communications strategy, elephant traps)

Templates - Policy Statement What, Where, Why, Who, How? Overall aim, address above Stakeholder involvement Benefits (clear)

Templates - Options Analysis Criteria (pick 3 or 4 max) –Cost, requirement met, stakeholder happy, security, transport, communications, local employment, trade unions, future / remaining life –Statement on why preferred criteria Options (pick 3 or 4 max) –Do Nothing, X, Y –Statement on why selected options Rank - 0 (very poor / no good) to 3 (very good) Risks and mitigation of preferred options Timescales and review of preferred option, invite ideas from others

Templates - Press Release Para 1 – tell / sell the story Para 2&3 – information –contractor, number of jobs Para 4&5 – ministerial quotes –In house policies Para 6 – extra info, PoC, endorsements

Templates - Dear Colleagues letter Look for 'inspiration' in PaperClips, etc Caring, not condescending

Templates - Finance Always make the required savings Look for alternative ways of saving money (eg outsourcing) –But not too novel Don't take risks on making savings

Templates - Risks (1) Typical risks + mitigations –Lack of stakeholder buy-in Early involvement, communication –Not meet customer's requirements Agree early, monitor progress –Staff / People resist change Communicate benefits –No measures – cannot baseline and measure performance Performance metrics –No end, no success criteria What does success look like?

Templates - Risks (2) Multiple contractors / agencies –Clear boundaries and responsibilities People not trained –Training courses (A&DC, team selection, teambuilding) Change of government policy –Difficult to mitigate Technical interfaces / dependencies on other projects –CSAs, SLAs Money / legal

Templates - Stakeholder Analysis Select preferred tools –Interest v Power, RACI, PARIS Also –SWOT, PEST Other government departments External groups (local communities)

Templates - People Attributes Leadership, negotiation skills, decision making, teamworking, experience (of project), communications Equal opps, training to address shortfalls, responsibility / ownership, trade unions / resistance

Templates - Dealing with People What matters to other person, their perspective What does other person regard as success, what do they want (ask them) Tackle emotions head on Facts not opinions Agree position and move on (do not revisit same topic) Agree action plan and review date Ensure all parties understand plan

Templates - Role Play MUST –Get current status of issue –Get way forward –Have an audit trail (action plan) SHOULD –Get to root of issue –Investigate full history COULD –Offer future career development

Templates - Verbal Brief Base on Written Brief template MUST, SHOULD, COULD if short of time to ensure key points are got across

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Feedback Post sift report –Shortfalls and successes Centre feedback –Chance to add extra evidence –Summary chart –Followed up later by an assessor panel promotion recommendation form

Feedback ‘Understanding your Results’ –dblearning development course –Pass or fail Finding a job….

Topics Introduction Assessment Centre structure Preparation Templates Feedback Summary

Know competence effective indicators Use templates for all exercises –And complete all deliverables Don’t over prepare – be fresh Enjoy (!) exercises and experience GOOD LUCK!!!

B2 Assessment Centre A Bluffer’s Guide Nick Rickard