Allocate and monitor work activities

This standard covers allocating and monitoring the work activities that you are responsible for.

It includes planning and allocating work fairly and effectively, taking into consideration the skills, knowledge and experience required to carry out the task, monitoring the progress and quality of the work as well as responding to concerns and acting on unacceptable performance.  It also involves leading and motivating the workforce you have responsibility for to achieve the outcomes to the work activities required.

You will need to have a good working knowledge of the work activities you are allocating and monitoring and hold current certification, where required, in line with the relevant legislation.

The term “workforce” could include team members, temporary and agency staff, volunteers and contractors, or any combination of these.

This standard is for those who have supervisory responsibilities.

1. confirm the work activities required, including the quality of outcomes and timescales, identify priorities and critical activities, and plan how the work will be undertaken
2. allocate work to the relevant workforce, taking account of their current workload and the skills, knowledge and experience required to carry out the work activities
3. confirm that all members of the workforce have the relevant training, skills, competence and certification to carry out the work, in accordance with legal requirements
4. where skills and knowledge are lacking, conduct learning and development needs analysis to determine what training is required to deliver the work
5. maintain equality of opportunity when allocating work
6. brief the workforce on the work required, including the quality expected, timescales, working methods and health and safety
7. check those involved in the work you are responsible for understand what is required of them to achieve the outcomes expected
8. confirm that resources including materials, tools, equipment and PPE required to carry out the work activities are available
9. monitor, assess and record the quality and progress of the work carried out  against the outcomes required
10. identify any variances from requirements and take corrective actions
11. provide constructive feedback on work performance to workforce members
12. identify unacceptable or poor work performance, discuss and agree ways of improving performance where possible, or follow organisational procedures to deal with the problem
13. identify when individuals need additional support or resources to achieve work outcomes
14. lead and motivate members of the workforce to achieve work outcomes
15. acknowledge the successful completion of significant pieces of work, or work activities, by members of the workforce
16. update work progress records to reflect changes and keep information up to date in accordance with legal requirements and organisational procedures

1. how to check and confirm the work activities required, including producing programmes and schedules
2. how to identify priorities and critical activities and plan how work will be undertaken
3. how to allocate work fairly to the relevant workforce
4. the legal, industry and organisational requirements for training, experience and certification to undertake the work activities required
5. when training is required and how this can be provided
6. the importance of recognising and valuing equality and diversity in the workforce
7. how to regularly brief the workforce you are responsible for on the work required, the outcomes and quality standards expected
8. the importance of checking that all those involved in the work you are responsible for follow organisation procedures
9. how to ensure that all resources are available for the workforce when and where required
10. how to monitor the progress and quality of work against work requirements and time schedules to identify any variances and corrective actions to take
11. how to provide constructive feedback on performance to workforce members
12. why you need to identify unacceptable work performance and how this can be dealt with
13. how to provide, where requested and available, additional support or resources
14. the different leadership styles and how to select and apply these to different situations and people
15. the different ways of motivating the workforce to achieve work outcomes
16. how the wellbeing of the workforce can impact on the achievement of work outcomes
17. how to recognise the successful completion of significant pieces of work or work activities
18. the legal and organisational requirements for the completion of records related to the monitoring of work activities

Causes of poor performance
• external factors
• internal factors
• social factors
• personal circumstances
• skills and knowledge deficiencies
• lack of support
• lack of resources

Feedback
• formal appraisal
• verbal discussion
• written report

Organisational procedures refer to procedures set by the organisation you are employed by or the organisation that you are doing the work on behalf of (the client or customer)

Quality standards
• statutory requirements
• project specifications
• British Standards
• International Standards
• Codes of Practice
• organisational standards
• industry guidance and best practice
• benchmarks or Key Performance Indicators (KPIs)

Resources
• people
• tools, equipment or machinery
• PPE
• materials or components
• information
• work area and facilities

Workforce could include:
• team members
• temporary workers
• agency staff
• volunteers
• contractors
• any combination of these