Work allocation management plan
Work allocation matrix
Complete the following matrix.
Team member Justification Work allocations (Additional)
(why is this efficient and cost effective for the
organisation)
Example: Jane has 4 years’ experience in bushland 1. Supervise the activities and
Jane Smith blooms. Hard working and reliable work volume in Customer
Services
ADD MORE ROWS AS
REQUIRED
Alex Kozani Alex should be the team leader Provide leadership,
over the other staff members guidance and support to
because Alex is always cheerful the Customer service
and eager in all aspects. And administration team
aside from working in sales in members and ensure
another company, Alex speaks adherence to policy,
fluently to a different languages procedure and
which could be a huge benefit to organisational.
the company, such as Greek,
Dutch, Italian and French and He Answer and handle all
can be a translator in cases those enquiries coming into the
language are in need. He has Bushland Blooms head
excellent knowledge of all the office. By checking phone
products, services and warranties messages and emails, co-
and is working toward becoming ordinate travel
a subject matter expert in the arrangements for sales and
company. He is particularly technicians, contribute to
knowledgeable about the weekly customer service
watering (reticulation) systems at reports.
Bushland Blooms.
Duong Nguyen An agent at Bushland Blooms for Review, approve, manage
about two years. Hard working, and process all customer
keen to improve and ambitious. returns, refunds and
He has worked in many different exchanges.
departments at Bushland
Blooms. Duong is well liked and Liaise with other Managers
respected by his colleagues. and/or Team Leaders to
ensure a consistent
approach to management
of the customer service and
sales according to
Bushland Blooms policy
and procedures.
Susan Donge Susan has 5 years’ experience in Consistently monitor policy
the Bushland Blooms and processes with a view
Administration team. Enjoys to recommending changes
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doing the administrative tasks. or updates to improve
them.
Will the work allocation impact the assigned team member/s current pay scale under the award?
Yes/No
Please explain your response
Yes. The work allocation is impacting the assigned member/s current pay scale under
the award since it may differ to the hours of work, breaks, rosters & shifting
swapping. And awards and registered agreements have rules about how an employee’s
hours of work should be set. Thus, when it comes to issues for consideration when
allocating employee workloads, the role of a supervisor is to actively plan, monitor and
adjust work allocation and working hours to ensure that the operational requirements
of the organizational area are met whilst being mindful of employee work allocation
and working hours. Managers and supervisors, when determining work allocations for
employees, must consider the operational requirements of the work area in addition to
a number of factors including but not limited to the ordinary hours of work, the span
of hours, rest pauses, meal breaks, overtime, time off in lieu arrangements and leave
arrangements.
In developing systems and procedures managers and supervisors must ensure that
specific policies, procedures and guidelines on hours of work, starting and finishing
times, rest pauses, meal breaks, flexible working arrangements, overtime, TOIL and
RDO's are adhered to.
Identify any additional items the employee needs to be aware of while undertaking the new work allocation.
Consider legislation, awards and Bushland Blooms Code of Conduct
[Available from Bushland Blooms Intranet > About us]
Bushland Blooms Code of Conduct
Complying with the company’s code of conduct and following all policy and
procedures, (Policy and procedures regarding newly appointed staff training)
Integrity and impartiality - That is: being honest, fair and respectful in every dealing,
and being unprejudiced, unbiased and just.
1. Promoting organisational vision - That is: contributing to outcomes that benefit
the organisation.
2. Commitment to policy and procedures - That is: respecting and upholding the
policy and procedures of Bushland Blooms.
3. Accountability and transparency - That is: taking responsible actions and
decisions that align to level of delegation and responsibility.
Payroll.
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If an employee exceeds the hours of 38 hours per week, they will then receive a
penalty for overtime.
All hourly rates are negotiated on individual basis but cannot be lower than the
recommended award for team members.
Casual employees receive an additional casual loading above the hourly rate
25% Monday to Friday
33% Saturday and Sunday
All employees to ensure they stay committed to work place health and safety and they
follow:
Your activities involve no risk to yourself or others
You familiarise yourself with (and apply) the guidelines outlined in this policy
document
You immediately notify management of any risk (or potential risk) which may cause
injury or illness to yourself and/or other staff
You immediately notify management of any work-related illness or injury
Communication strategy
Complete the following
Team member and Relationship Method to When to
department area communicate communicate
Example: They will need to know as Send email Before Nick leaves then
Bushland blooms the team leader (Nick) is the first day the new
complaints manager the lead contact person person is in the role
for the complaints
ADD MORE ROWS AS department
REQUIRED
Human Resources Human Resource 1.Sending email, Nick should
Manager Department should or inform Human
Samantha Kings be informed of Resource
Nick’s absence 2 2.Visit the Human Department 2
weeks prior of the Resource Office, or weeks before the
date of approval so planned leaves for
that they can do 3.Informing the approval. And as
some adjustments Head Manager part of the
on Nick’s salary ahead of time, so company policy,
whether he applied that they can refer with regard to
for with pay or the planned leave filing of leaves
without pay leaves. to HR and if it is an
urgent, depending
on the discretion
by the HR and the
Head Manager.
Marketing Manager As the head of Nick should inform Nick should
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Dave Healy marketing, losing the Marketing inform Dave
one of the team Manager about the planned
leader can be tough. beforehand on the leave as soon as
Dave handles every said planned possible or 1
team leader of the leaves as soon as month before he
Customer Service possible he plans to. In cases
Department and decided to file a of emergency
should have known leave before he leave such as
in any case if one of forwarded the when he is sick
the team leader filing to the HR. By for example, he
might be absent or doing so, Nick can send Dave or
on leaves. could even
communicate the communicate in
Dave via email, person about the
text messages and leaves because
or in person. Dave’s job is to
know if all the
team leaders
schedule on that
day are present.
National Sales As the sales Matthew should be Nick should
Manager Manager, it is inform by Nick the inform the team
Matthew Ward important that they same as how he and the sales
should know that informs Dave. It manager ahead of
all of their team should be time or 1 month
leaders are present communicated face before the
because this to face before planned leaves so
impacts on the raising the concern that Matthew will
percentage of the to the HR. In cases have an ample of
team and not only of emergency he time to find
to the team but as can sent via text another person
well as the message and the lead Nick’s
percentage of provided the team and to avoid
Matthew as the additional the decrease of
National Sales requirement for percentage in
Manager. And most emergency leave to sales.
importantly will Matthew.
affect the sales of
the company, which
must be
discouraged.
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Work Plan
Select one team member and develop a complete work plan for them.
WORK PLAN TEMPLATE
Work task allocation Resources provided Authority to undertake Key Result Key performance Reporting to From date to date
the role Areas indicators
Example
Joe Bloggs Time allowed away from Delegation of authority to HR All appraisals carried Customer service 00/00/00 to
Actively participate in supervision to prepare for undertake this role will be within designated administration 00/00/00
performance appraisals for and conduct appraisals. circulated to all affected timeframes. manager
Customer service administration Access to HR computer drive staff and management. Positive feedback from
to allow for preparation of staff re conduct of
team
appraisals appraisals.
ADD MORE ROWS AS
REQUIRED
Supervise staff Access to HR Authority to HR, staff All appraisals Customer 30-02-21 to
activities and workflow emails to review undertake this carried within service 30-03-21
in the customer customer role by will be to designated manager
feedback to all affected staff timeframes.
service administration
ensure service and management Positive
team to meet the standards have feedback from
highest customer been met. staff re
service standards conduct of
appraisals.
Review, approve, Access to invoices Authority to HR, Carried out in Customer Ongoing +
manage and process and record access HR Customer conjunction to service
all customer returns , keeping, to gain invoices and files service customer administratio
refunds and exchanges receipts and by all affected team returns, this is n
customers staff and a daily task.
information such management
as banking details
to process returns
or exchanges.
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Be the lead contact Complaints These matters Administr In determining HR Ongoing +
person for customer system program, are dealt with in ation the
complaints Policies and accordance with managem appropriate
procedures. the needs and ent action the
Fair work requirements of principal or
ombudsman. the particular manager,
workplace, taking subject to
into account satisfying any
Department of legal or policy
Education and requirements,
Training should use his
(“Department”) or her
policy and best professional
practice judgement to
decide
whether the
matter should
be dealt with
as a
complaint,
unsatisfactory
performance
or misconduct.
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Risk analysis
Complete the following.
Risk Likelihoo Consequences Action required Risk reduction
d strategies
Likely Serious o Tolerate Borrow a team member
Eg Service
o Treat from complaints
standards Average Transfer department during peak
o Terminate call- Performance
wait time to be less management is the 3
than 3 minutes minutes
ADD MORE
ROWS AS
REQUIRED
Wrong Likely Serious Treat By continue on
process of the job training
sales orders to new staff and
get certified
before getting
deployed or to
start work.
Lack of new Likely Serious Transfer By providing a
product one on one
knowledge coaching and
training with
their trainer
and sales team.
Staff with Likely Serious Transfer Discussion with
unlikely staff about the
attitude new skills and
knowledge on
how the
company’s work
ethics and to
help them follow
gradually the
proper work
etiquette since
they are still in
the period of
adjustment of
attitude.
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Outline your strategy to hand over the task/s to the assigned team member to ensure they
understand and agree to work allocation and performance standards prior to commencement of
the position. [100-120words]
In order to pursue this work allocation plan and to make it happen, It
is best to heads up the staff ahead of time so that they can review on the
planned strategy and raised questions if they have and provide suggestions
if necessary. It is always good to communicate with your people in the
company that somehow shows that you have mutual feelings or agreement
on the matter. For this to become successful, it would be best to coach them
and to explain it to them in a friendly way so that they get focused and be
able to grasp the information.
Source:
https://www.ilearnportal.com.au/bbcswebdav/pid-231221-dt-content-
rid-
327687_1/library/BushlandBloomsIntranet2017/intranet/home.html
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