2 Understand how work plans are developed for own area of responsibility

Unit 3: Understand How to Manage

Unit code: M/504/5373QCF

level 4: BTEC Professional

Unit aim

The aim of this unit is to give learners the knowledge and understanding of the skills needed to manage work activities and to improve business effectiveness and efficiency.

Unit introduction

Managing activities involves planning and monitoring work activities to deliver agreed outputs to ensure organisational quality requirements are met. This unit aims to develop knowledge and understanding of the importance of managing work activities by using resources effectively. Learners will examine ways of designing and implementing operational systems to improve effectiveness and efficiency, and to achieve the desired results.

Learners will consider the importance and interrelationship of business processes and the implementation of operational work plans, focusing on the role and responsibilities involved. Learners will also have the opportunity to investigate the principles of planning work activities, setting objectives and priorities to ensure requirements are met efficiently, and the importance of customer requirements and quality issues.

Involving and motivating team members and colleagues is important in helping to improve efficiency, and in this unit learners will examine the importance of providing effective leadership and direction.

Effective management of work activities also involves maintaining a healthy, safe and productive work environment and continuously looking for ways to improve the processes involved. Learners will examine the organisational and legal requirements for maintaining this type of environment through developing an understanding the principles of risk assessment.

Learning outcomes and assessment criteria

In order to pass this unit, the evidence that the learner presents for assessment needs to demonstrate that they can meet all the learning outcomes for the unit. The assessment criteria determine the standard required to achieve the unit.

On completion of this unit a learner should:

Learning outcomes

Assessment criteria

1. Understand the importance of business processes in delivering outcomes based upon business goals and objectives

  • evaluate the inter-relationship between the different processes and functions of the organisation
  • analyse the effect of the mission, aims and objectives of an organisation on its structure and culture
  • explain the methodology used to map processes to the organisation’s goals and objectives

2. Understand how work plans are developed for own area of responsibility

  • explain the importance of identifying and prioritising outcomes for work plans
  • explain the purpose of agreeing objectives which are specific, measurable, achievable, realistic and time-based to align people and other resources in an effective and efficient way
  • assess the usefulness of techniques used to manage activities
  • explain factors to be taken into account when allocating and agreeing work with team members
  • explain how to produce a work plan for own area of responsibility which promotes goals and objectives

3. Understand how to monitor appropriate work plans and systems to improve organisational performance

  • assess the importance of implementing quality audit systems/practice to manage and monitor quality to standards specified by the organisation and process operated
  • explain the importance of embedding a quality culture to improve organisational performance
  • explain the importance of providing leadership and direction for own area of responsibility
  • evaluate methods used to monitor progress and provide feedback to team members

4. Understand health and safety requirements when managing business activities

  • explain the impact of health and safety legislation on work activities
  • explain the purpose and benefits of carrying out a risk assessment when managing work activities
  • assess the importance of reviewing organisational health and safety policies and procedures

Unit content

1. Understand the importance of business processes in delivering outcomes based upon organisational goals and objectives

Functions: different functions, e.g. operations, marketing, finance, human resources, interrelationship of functions; mission, aims and objectives, e.g. purpose of organisation, mission and mission statement, vision

Organisational structure: purpose and meaning of organisational structure; span of control; types of structure, e.g. matrix, tall and flat, project teams

Culture: importance of culture; types of culture, e.g. Handy’s power, role, task and person culture; interrelationship with processes

Processes: processes, e.g. manufacturing, purchasing, sales; background of business process modelling; principles and models of effective process management; types of business process measure, output; quality gateways; how to evaluate suitability

2. Understand how work plans are developed for own area of responsibility

Work plans: purpose of a work plan; product and service specifications and standards; meeting quality, quantity, time and cost objectives; systems, e.g. Just-in-Time; value-added chains; statistical process control; coordinating activities; working within organisational and legal constraints and limitations; preparing work plans, e.g. identifying and prioritising outcomes, identifying roles, responsibilities, activities and resources

Areas of responsibility: internal and external customers; customer orientation, e.g. segmentation, bottom-up approaches; market research; product development; operational management techniques, e.g. principles and methods of short- to medium-term planning, business process modelling, lean management techniques; project management, e.g. Gantt chart, PERT (Program Evaluation and Review Technique), critical path analysis; work flow, prioritising workloads; developing SMART objectives; time management; analysing and managing risk; how to align resources with objectives; legal, regulatory and ethical requirements

Allocating and agreeing work: identifying team member responsibilities for identified work activities; agreeing SMART objectives

3. Understand how to monitor appropriate work plans and systems to improve organisational performance

Systems: Total Quality Management (TQM), TQM philosophy, principles, methods and techniques; quality systems, quality circles, ISO9000/EN29000, managing and monitoring quality

Organisational performance: principles of models which underpin organisational performance; type of performance measures and how to determine and set them; cost/benefit analysis; risk analysis; the importance of prevention rather than correction; planning, proposing, implementing and evaluating change; identifying wider implications of change within the organisation; Business Process Improvement (BPI), Six Sigma

Quality culture: importance of developing a continual improvement culture and how to involve others; value of a customer-focused culture

Leadership and direction: identifying strengths and abilities to lead in a leadership role; benefits of delegation; identifying work that cannot be delegated; matching work to team; barriers to delegation

Monitoring: importance of defining desired outcomes and review points; open door policy; giving feedback skills

4. Understand health and safety requirements when managing business activities

Health and safety: legislation and regulations relating to health and safety at work, e.g. Health and Safety at Work Act 1974, Management of Health and Safety at Work Regulations 1999, Workplace (Health, Safety and Welfare) Regulations 1992, Control of Substances Hazardous to Health (COSHH), Regulations 2002 main provisions of each piece of legislation; organisational policies and procedures regarding health and safety; importance of reviewing policies and procedures, implications of non-review; risk assessment and monitoring; practical application of regulations; public attitudes and concerns relating to health and safety

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