Anna is newly employed as a team leader at a large local government department

Instruction Details

1. Read the case study, and then answer the questions that follow.

Anna is newly employed as a team leader at a large local government department.  Australia Being new to the organisation, Anna must become familiar with the expectations of her new employer and with the key objectives of her team as a priority. Anna has inherited a team that was dissatisfied with the previous team leader, who was described as a controlling person who withheld information from the team and took credit for their ideas. As a result many team members feel disillusioned and the team is consistently underperforming (it is not

meeting operational objectives). Anna’s new team is diverse. Team members’ cultural backgrounds, age, education and skills levels vary widely. Anna needs to develop strategies to build the team’s commitment to their set objectives

so the team can start to succeed and grow. On Anna’s first day, one team member tells Anna there is an unresolved incident that she needs to deal with. A customer slipped and fell when paying a bill in the reception area and as this is part of Anna’s team, she now needs to deal with the incident. The incident occurred two weeks ago when the team was in transition between leaders and follow-up has not occurred. Anna reviews the WHS policies and procedures, and finds that the organisation doesn’t have a comprehensive procedure investigating and reporting incidents in administration areas. There is a

template for recording the incident’s basic details and an incident register that is kept in the human services units. The health and safety representative for Anna’s area is on long service leave. The WHS policy merely states:

Incidents are defined as any event that causes injury, potential injury or may be classified as a “near miss’. All incidents shall be recorded in the incident register, which must be readily accessible.

a) Where would Anna find her team’s objectives?

Anna would need

b) Where would Anna find information about the expectations of her new employer?

What information should she expect to find?

c) Suggest a communication strategy for Anna to review the organisation’s objectives with her team.

d) Anna needs to organise an electronic presentation to her team to communicate expectations in a

way that builds commitment. Provide an outline of the points Anna should include in her

presentation.

e) Anna is to develop an incident investigation and reporting procedures that incorporates the assessment and treatment of risks to injury in the workplace. What should she include?

f) Outline the legislation, regulations, standards, codes or bylaws that Anna needs to abide by in resolving all incidents.

Answer Guide

a) Anna would find her team’s objectives in the department’s official documents, such as the team’s charter, operational plan, or strategic plan.

b) Anna would find information about the expectations of her new employer in the organization’s employee handbook, code of conduct, policies and procedures manual, or other similar documents. She should expect to find information about the organization’s values, mission, vision, and standards of behavior.

c) Communication Strategy: Anna could schedule a team meeting to review the organization’s objectives. During the meeting, she can:

• Start by introducing herself and her vision for the team.
• Present the organization’s objectives, mission, vision, and values.
• Discuss how the team’s objectives align with the organization’s goals.
• Encourage open dialogue and questions from team members.
• Emphasize the importance of everyone’s contribution to achieving the objectives.
• Provide examples of how each team member’s skills and strengths contribute to the team’s success.

d) Outline for Electronic Presentation:

1. Introduction:
   • Welcome and introduce yourself.
   • Briefly explain the purpose of the presentation.
2. Organization’s Objectives:
   • Present the organization’s mission, vision, and key objectives.
   • Explain how the team’s work aligns with these objectives.
3. Team’s Role and Importance:
   • Highlight the significance of each team member’s role.
   • Emphasize how their contributions directly impact the team’s success.
4. Collaborative Approach:
   • Discuss the importance of collaboration and communication within the team.
   • Encourage sharing ideas and open discussions.
5. Building Commitment:
   • Explain how commitment to the team’s goals leads to overall success.
   • Share examples of successful teamwork and outcomes.
6. Clear Expectations:
   • Outline specific expectations for each team member.
   • Discuss timelines, responsibilities, and performance standards.
7. Feedback and Growth:
   • Address the importance of continuous improvement.
   • Explain how feedback and learning opportunities contribute to personal and team growth.
8. Q&A Session:
   • Provide time for team members to ask questions and seek clarification.

e) Incident Investigation and Reporting Procedures: Anna should include the following elements in the incident investigation and reporting procedures:

1. Incident Reporting:
   • Clearly define what constitutes an incident.
   • Explain the importance of reporting incidents promptly.
2. Incident Register:
   • Describe how incidents should be recorded in the incident register.
   • Ensure the incident register is readily accessible to all team members.
3. Investigation Process:
   • Outline the steps for investigating incidents thoroughly.
   • Specify roles and responsibilities for conducting investigations.
4. Risk Assessment and Treatment:
   • Detail how risk assessment should be performed to prevent similar incidents.
   • Provide guidelines for addressing identified risks and implementing preventive measures.
5. Reporting and Communication:
   • Explain how investigation findings should be documented and communicated.
   • Outline the process for reporting incidents to relevant authorities if required.

f) Legislation, Regulations, Standards, Codes, or Bylaws: Anna needs to abide by workplace health and safety regulations and standards, which may vary based on the jurisdiction. In Australia, some of the relevant regulations include:

• Work Health and Safety Act (WHS Act)
• Work Health and Safety Regulations (WHS Regulations)
• Codes of Practice related to specific industry risks

Anna should ensure that the incident investigation and reporting procedures align with the requirements of these regulations and codes to ensure a safe and compliant work environment.