Resolving Time Management Issue through Soft Skills

The provided content discusses the importance of soft skills in a manager's role, particularly in the context of Golden Fleece Recruitment Company. It highlights the negative impact of poor time management on employees and the company as a whole, potentially leading to increased employee turnover and absenteeism. The article also emphasizes the importance of various tools and models, such as Ishikawa diagrams, critical paths, and Gantt charts, in resolving time management issues and achieving project goals. Furthermore, it suggests that implementing strategies for professional development can lead to numerous benefits, including improved job performance and enhanced employability.

EMPLOYABILITY
AND
PROFESSIONAL
DEVELOPMENT
1

TABLE OF CONTENTS
Introduction......................................................................................................................................3
Task 1...............................................................................................................................................3
1.1 Own current skills and competencies against organizational objectives...............................3
1.2 Evaluation of own development need....................................................................................4
1.3 Personal and professional development plan.........................................................................4
1.4 Reflection on own developments...........................................................................................5
Task 2...............................................................................................................................................6
2.1 Communicating in variety of styles.......................................................................................6
2.2 Time-management strategies.................................................................................................7
Task 3...............................................................................................................................................8
3.1 Team roles..............................................................................................................................8
3.2 Alternative ways to complete task achieve team goals........................................................10
Task 4.............................................................................................................................................11
4.1 Tools and methods for reconciliation..................................................................................11
4.2 Strategy for resolving problem............................................................................................12
4.3 Evaluation of the potential impact of strategies...................................................................13
Conclusion.....................................................................................................................................14
References......................................................................................................................................15
2

Illustration Index
Illustration 1: Belbin’s Team Roles...............................................................................................10
Illustration 2: Critical path ............................................................................................................17
Illustration 3: Ishikawa Fishbone model .......................................................................................19
Illustration 4: Gantt chart ..............................................................................................................20
3

INTRODUCTION
Employability skills and personality development is a prerequisite in a current scenario
for getting and performing the job. These non technical skills are highly required these days to
perform the technical work in an effective manner. The reason for crucial requirement is that
companies have become global and competitive and to survive in this competitive world,
requirement of these skills are must (Andrews and Russell, 2012). This report is focused on the
employability and professional development of an IT manager at Golden Fleece Recruitment
Company. This organization is a recruitment agency. This report has been generated with an aim
of providing an opportunity to assess and develop the understanding of own responsibilities and
performance at the workplace.
Further, it is also being discussed about the requirement of interpersonal and transferable
skills and dynamics of working with others in a team which require leadership and
communication skills (Pool, and Sewell, 2007). Furthermore, the discussion has been made on
the ability of identifying and developing problem solving strategy.
TASK 1
1.1 Own current skills and competencies against organizational objectives
Organizational objective of Golden Fleece Recruitment Company is to replace the Small
Business Server 2003 with cutting-edge computer system so that it can fit well with their rapid
expansion (Bailly and Léné, 2013). For this purpose, company has recruited me as an IT
manager to manage the changes which is to be made in the organization. This has to be done
within a given time and budget. To manage such changes, I should firstly assess my own current
skills and competencies in accordance with company's objectives. Some of the skills of mine
being an IT manager are as follows: Good Change Agent: Company is planning to bring new technology in organization. So,
for this purpose, changes have to be made. I have a quality of a change agent so that I can
easily provide counseling session to employees of a firm and would develop them to
adopt the change. I am a qualified post graduate in IT management and thus, I possess the
quality of change management because practical aspect had been taught during the
lecture hours which developed this competencies in me.
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 Conflict Management: While implementing change in an organization, many conflicts
may arise. For that purpose, effective management should be done in order to minimize
the level of conflict. I have been qualified from a government institute and there many
conflict used to get arise for the fulfillment of demand of student unions. Moreover, I was
in a conflict management team of my college due to which this quality of conflict
management got evolved in me. Therefore, this will aid in identifying and preventing the
conflict (Cassidy-Rice, 2014). Team Player: While implementing change in an organization, teams will be made and
being a manager, I possess the quality of good team player. I can effectively work along
with the others in a team. The quality have been developed in me because during an
MBA course, I used to work in team for the completion of projects.
1.2 Evaluation of own development needs
According to the organizational objectives and standards, there is a need of more skills
inside me in order to cope up with the objectives and goals of an organization (Joanna, 2014).
There are some of the development needs which are required by me: Time-management Skills: For implementing change in Golden Fleece Recruitment
Company, time management skills should be perfect in an IT manager. I lack in such
skills and need to develop this skill so that change can be implemented in an efficient
manner. Delegating Skill: To bring out the change effectually or within a given time limit then
manager should delegate the responsibilities and authorities to their subordinates
(Jackling and Natoli, 2015). But I do not possess this quality and prefer to do multi-
tasking. But these create chaos and work does not get completed on time. Thus, I should
develop this quality.
 Self-Motivation Skill: To meet the organizational objective in an effective and efficient
manner, it will take a long process. For this purpose, self motivation should be required. I
have to develop this skill so that while implementing change, I can motivate myself and
other employees also.
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1.3 Personal and professional development plan
Table 1: Personal and Professional Development Plan
Development
Need
Actions Success
Criteria
Application Time-line
Time-
management
Skill
 Training or
counseling
session on
time-
management
skills.
 Voluntary
time-
management
by delegating
workloads.
Able to
complete the
task in a given
time line
(Parente,
Stephan and
Brown, 2012).
At workplace,
while
implementing the
change and it can
also be applied at
personal work.
3-4 weeks
Delegating Skills  Firstly learn
delegating
less important
work and then
bigger
responsibility.
 Taking proper
review after
delegation of
work.
Manager will be
able to relieve
themselves from
the work which
are less
important and
can focus on
major works
which will be
required in
implementing
the change.
At the time of
implementing
changes in
technology.
2-4 weeks
Self-motivation  Learning self- Able to adopt To motivate 4-6 weeks
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Skills motivating
theories.
 Taking
various
training
session for
self-
motivation.
the soft skills to
handle pressure.
themselves and
other team
members while
doing innovation
(Pool, and
Sewell, 2007).
After preparing this plan it can be concluded that great amount of help will be provided to
me. It is because, by following this plan I could easily develop the time-management skills,
delegating skills and self-motivation skills. Therefore, in 8 weeks these skills can be developed
within me. Further, this plan is highly effective because time duration and actions are also
included in it which will motivate me to achieve the success criteria defined. However, it can be
concluded that time duration is little so it seems that it cannot be achieved in a given time period.
1.4 Reflection on own development
After preparing personal and professional development plan to meet the standards of
company, I can reflect on my own competencies and development needs against the objectives
set in the former plan (PROFESSIONAL & PERSONAL DEVELOPMENT, 2015). Currently, I
have an ability of change management, conflict management and good team player. But as per
the company’s standard, I require skill of self-motivation, time-management and delegation in
order to accomplish the goal of cutting edge computer system. There are various opportunities
prevailing in the environment to adopt such needs and to develop myself (Rao, 2014). I can
acquire training session to develop the needs or can perform actions practically at the workplace
so that such development needs can be acquired. But threats are like there is lack of time and
interest to acquire such needs. But this has to be achieved in order to enhance the career.
Development needs have been assigned with a specific time line so that it can be reviewed on an
estimated time frame. Action plan can be formulated and implemented to accomplish the needs
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of development which will not only help in achieving the current goals but will also enhance the
career opportunities.
TASK 2
2.1 Communicating in variety of styles
To have effective communication skills among all the employees, IT manager should
communicate the importance of communication and types of communication at all levels so that
employees can learn effective communication skills (Gravells, 2010). Manager should
communicate that employees should use both verbal and non verbal form of communication in
order to make the communication process effective. Verbal form includes oral and written form
and non verbal includes the use of hand gestures, body language and facial expressions. If both
the forms of communication are used together then communication can be effectively done.
After doing communication with others, employees should wait for the response from other side
and listen to it properly. This will help in having an effective communication between two
individuals or group of people. As per the position of employees, formal or informal types of
communication should be done. Manager at each level should give and take feedback to and
from colleagues so that effectiveness of communication can be checked (Hepworth, 2010).
Manager of IT department should communicate at levels of management about the
importance of communication, various types of communication and guidelines about making
communication process effective. These can be done by using medium of IT such as emails,
chats, video conferencing, etc. and accordingly, information can be passed on various levels. At
senior management, this information can be communicated by using email and video
conferencing in an assertive style (Trought, 2012). At middle management, the information can
be communicated through email and formal meetings by using assertive communication style in
which the information about effective communication can be transmitted by using power point
presentation. At lower level, information about effective communication can be provided by
calling team meetings and through games and quiz, this information can be effectively
communicated. IT manager can use assertive or any kind of communication style to
communicate with them (Rao, 2010).
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2.2 Time-management strategies
Golden Fleece Recruitment Company is planning to replace their Small Business Sever
2003 with a cutting-edge computer system. To bring the change in an effective manner, IT
manager should have the skill of time-management. For this purpose, sometimes, management
strategies have been discussed below:
1. Prioritization: IT manager should prioritize the work and tasks according to the
importance of all tasks. To prioritize, manager should firstly divide the workload in
several parts and then need to decide the part which is of more importance. This will help
the manager in prioritizing the work and tasks. If prioritization is done then the most
important task will be focused first and least important task will not hinder the work
performance (Parente, Stephan and Brown, 2012).
2. Planning: IT manager should do planning about the objectives to be set so that proper
objectives can be determined and set according to the priorities of task to be performed.
Manager should also take out separate time to do planning about the objectives. This will
help in setting accurate goals and thus, tasks can be performed in accordance with the set
objective. For this purpose, planning is highly required and it is the most important
element of time-management (Skerritt and Ortrun, 2013).
3. Setting Work Objectives: After prioritizing the work or task, objectives should be set to
each task so that manager would be able to work according to the set objective. This will
aid the management in reaching to the goal effectually if objectives are attached to each
task (Pool, and Sewell, 2007).
4. Organization: Each and every task should be organized in order to manage and save the
time. The organized task will help the manager to do most important task firstly and then
the other task.
5. Keeping Appointments: IT manager should make and keep appointments so that
unnecessary work would not hinder in between while doing the most important task of
implementation. If appointments are given for those works then it will be done according
to their allotted time only.
6. Estimation of Deadline: IT manager should estimate the reliable deadline for each and
every task so that it would get complete within given time line. This will help the
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manager to complete the task as per the scheduled time. This will help in doing effective
time management of work load.
7. Delegation: To develop the time-management skills, manager should learn the skill of
delegating authorities, responsibilities and work. If proper delegation will be done then
manager can effectively focus on the major task which will help in completing the
assigned work within a given time limit (Throop and Castellucci, 2010).
8. Avoid Multi-tasking: To implement effective time-management strategies, manager
should avoid doing multi-tasking work. This will create chaos and manager will not be
able to concentrate on any single task. This will hinder the success of an organization in
meeting their set goals and objectives.
These are some of the time-management strategies which can be adopted by IT manager
in order to successfully implement the new technology and to bring changes effectively.
TASK 3
3.1 Team roles
In Golden Fleece Recruitment Company, management has set an objective of changing the
system with an advanced technology in order to meet with their rapid expansion. For that
purpose, IT manager has to make a team of IT department so that goals of company can be
achieved in an effective and efficient manner. To make the team, roles of team members have to
be identified and according to their roles or characteristics, team of diverse roles has to be made.
According to Belbin’s team roles theory, nine roles of team members can be identified and
accordingly, team can be made. Nine roles of Belbin’s theory are as follows:
10
Illustration 1: Belbin’s Team Roles

(Source: Leadership Solutions, 2007)
1. Shaper: They provide necessary drive so as to ensure that team keeps moving. These
people challenge the team to improve because they are dynamic and stimulate the people.
They find the approaches to overcome problems. But these people may offend other team
members and get aggressive to get things done.
2. Implementer: These members of a team get the work done as well as they convert the
ideas and concept of team members into practical actions. They are reliable, practical and
efficient. But these people may be inflexible and respond slowly.
3. Completer: They see that the tasks are completed thoroughly. They also place attention
on the smallest thing and ensure that errors or omission does not happen. But these
people do not delegate the work to others and desire to complete every task by their own.
4. Coordinator: Such people acts as a team-leader and coordinate the work and team for
accomplishing the team’s shared goals. They can be seen as manipulative and sometimes,
off load their share of work also.
5. Team Worker: Provides support to the team members and ensure that team members are
working effectively. They are highly cooperative and listen to each and every member of
a team. But they might hesitate in making unpopular decisions.
6. Resource Investigator: These people are innovator, enthusiastic and curious. They often
explore opportunities and negotiate with others by contacting people and make available
the resources for the team. These people might forget to follow up the lead.
7. Plant: They are the creative innovators who often come with new ideas and approaches.
These people solve the problems through creative manner. But they prefer to work apart
from the team and are poor communicators.
8. Monitor-evaluator: They analyze the ideas and concept of other team members by
weighing pros and cons before making any decision. But they are very good critiques and
do slow decision making.
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9. Specialist: Special knowledge has been possessed by these people who are needed to
complete the job. They are self starter and dedicated towards the work. But they
contribute on a narrow front.
After analyzing these roles among employees, a team of diverse people with different
roles can be made. This will make the team dynamic that can survive in competitive and
changing environment and this will help the IT manager to achieve goals in the most effective
manner.
3.2 Alternative ways to complete the task to achieve the team goals
IT manager can achieve organizational goals by accomplishing the team goals. There are
many ways through which team goals can be achieved. Some of the ways are discussed as
follows: Selection of Team Members: IT manager should identify the specialist’s roles among
people, their skills and approach towards performing job (Trought, 2012). Then manager
should identify the roles of team or group and allocate the tasks to the team members as
per their roles. This is the way in which team members can be selected and team can be
built. Team Development: After making a team of IT employees, manager should focus
towards team building and need to make the employees loyal towards the team. Manager
should make the employees committed towards shared belief. Accordingly, manager
should monitor and evaluate their performance. If any gaps are found then training needs
to be imparted in order to make the team members capable. Setting Objectives: By setting objectives of a team, manager can motivate the team
members towards achievement of team goals or objectives. Manager can delegate the
responsibility on team members and allow them to become innovative. If objectives will
be set then consistency can be maintained in team working and this will help the manager
to achieve the team goals (Throop and Castellucci, 2010).
 Leadership: By making team leader among the team members or if manager itself
become the team leader then monitoring on the team performance can be done. Through
12

monitoring, evaluation can be done and if any gaps are found then proper training should
be provided for performing work and accomplishing tasks effectually (Zepeda, 2013).
Through these alternative ways, tasks can be completed and team goals can be achieved.
IT manager has to take the initiative and need to motivate the team towards achievement of
goals.
It can be concluded that for achieving the team goals member should be deliberately
selected after analysis of each employee. Further, the development of team should be done by
providing proper motivation so that team goals can be achieved. Along with that, objectives
should be set so that team members get a clear direction for the fulfillment of team goals. Apart
from this, leadership should be supportive so that team goals will get achieve in a more easier
manner.
TASK 4
4.1 Tools and methods for reconciliation
There are various tools and methods used for solving the work based problems. IT
manager can choose either of them in order to resolve the problem that they encounter at the time
of implementing the change. Some of the methods are listed as below: Brain Storming: One of the tools used to resolve any issue is having brainstorming
session. This tool is used for analyzing and evaluating the problem which arises during
implementation of changes in an organization. At this session, IT manager, experts and
other management team may sit together and discuss in-depth. After that, they evaluate
each and every element which can aid to resolve the problem. Flow Charting: In this method, any problem from starting till end is listed down. After
that, origin of issue can be evaluated from where such problem has aroused. The benefit
of this method is that the root cause of problem can be assessed. This has been proved to
be one of the best tools for evaluating and solving the problems (PROFESSIONAL &
PERSONAL DEVELOPMENT, 2015). IT manager can list down the existing problems
and then analysis can be done so that root cause of the issue can be identified and it can
be prevented from the root itself.
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 Means-End Analysis: This is also one of the methods which are used for solving the
problem. In this method, current and future state of a problem is given and then action
plan is chosen in order to reduce the difference between two. Action plan will be chosen
in order to reduce the difference between two states. Designed action will be formulated
on the current state to produce a new state and then this process is recursively applied to
this new and future state.
 Critical path: This method is also appropriate for company as through this all the
activities can be carried out in proper sequence on the basis of time frame allotted.
Further, critical path is the shortest path which allows business to accomplish aim in the
shortest time. Business can easily employ this technique with the motive to resolve
problem and best favorable outcomes can be easily attained with the help of this. Further,
it is the duty of managers working in company to ensure that all the activities are carried
out in proper sequence and with the help of this best possible outcomes can be attained
easily.
 Ishikawa Fishbone diagram- It is one of the productivity and management tool which is
also considered as cause and effect diagram. Every organization has its own set of
problems and it needs to have supporting tools and process to overcome those problem.
Ishikawa Fishbone diagram can help in discovering the root of problem and identification
of reason because of which processes are not working.
 Work breakdown structure- It is an kind of tool which is used to break down the entire
work of a team in various kind of manageable sections. Further this breakdown results in
carrying out the entire work in more effective manner and on time.
 Gantt charts- These are the charts and diagrams which are developed to define start and
finish date of a particular project. Further it is considered as one of the most common and
appropriate way to show list and time of activities or task.
Through these methods or tools, any kind of work based problem can be solved by the IT
manager of Golden Fleece Recruitment Company so that without any hindrance, goals of the
organization can be attained (Jackling and Natoli, 2015).
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4.2 Strategy for resolving the problem
IT department was facing the problem of time-management. The work and tasks were not
getting completed within given time. Thus, this was the biggest problem for IT department and
for company as well (Chapman and Rupured, 2015). To resolve such problems, various
strategies have been suggested so that goals can be achieved within given time limit. Some of the
strategies are as follows: Proper Communication: IT manager has to communicate properly about the problem to
each and every employee so that they would get knowledge about the problem
occurrence. If the issue is arising due to the mistake of any employee then by getting
information, employee can resolve at his end only. Training and Development: Company is facing the problem of time management. Thus,
to develop the skill of effective time management among employees of IT department,
manager can provide training session to the people so that they can adopt such skill and
problem can be resolved. Manager may provide on-the-job training so that time can be
saved and employees may get the learning while performing their jobs effectually.
 Hiring Experts: Management may hire experts of time management skills and can
provide counseling session for the employees so that they may learn the skill of time-
management. Through this, employees will get the learning and they can implement this
learning at the time of performance.
These strategies can be employed in an organization by the employees so that problem of
time-management can be solved.
Network plan
Task Name Duration Start Finish Predecessors
cutting Edge Computer
project 14 days Fri 29-01-16 Wed 17-02-16
Organizational research 4 days Fri 29-01-16 Wed 03-02-16
Identifying the
problem 1 day Fri 29-01-16 Fri 29-01-16
Searching for 3 days Mon 01-02-16 Wed 03-02-16 3
15

alternatives
Evlautaion and Analysis 6 days Thu 04-02-16 Thu 11-02-16
Evaluating each
alternative 4 days Thu 04-02-16 Tue 09-02-16 4,3
Analyzing pros and
cons of each alternative 2 days Wed 10-02-16 Thu 11-02-16 4,6
final selection 3 days Wed 10-02-16 Fri 12-02-16
Selecting alternative 3 days Wed 10-02-16 Fri 12-02-16 6
Implementation and
project closure 3 days Mon 15-02-16 Wed 17-02-16
Implementing the
solution 1 day Mon 15-02-16 Mon 15-02-16 9
Recording outcomes 2 days Tue 16-02-16 Wed 17-02-16 11
16

Critical activities= 3, 4,6, 9, 11, 12 = 1+3+4+3+1+2=14 days
17
Illustration 2: Critical path

18
Illustration 3: Ishikawa Fishbone model

19
Illustration 4: Gantt chart

4.3 Evaluation of the potential impact of strategies
Strategies for problem solving have been designed but before implementing these
strategies, evaluation of potential impact should be done so that negative impacts can be
prevented before occurring. These strategies can be evaluated by testing that whether these
strategies will solve the problem of time-management or not (Bailly and Léné, 2013). Objectives
or desired standard should be set against each strategy so that actual output after implementation
can be measured with the desired standard. This will enable the manager to find out variations
between actual and desired output. This will also help the manager to assess the potential impact
on a company after implementation of strategies. There are both positive and negative impacts
on the firm which have been discussed as follows:
Positive Impact
If these strategies will be implemented then time-management problem can be solved.
Because communicating the problem at all levels may solve half of the existing problems. Along
with that, if communication is done in a proper manner than root cause of problem can be
identified. By providing on-the-job training to all the employees will save time and cost also and
employees may learn while performing job. If experts would be hired then they can develop
excellent skills among employees (Trought, 2012).
Negative Impact
These strategies will also have a negative impact on company because hiring experts for
providing counseling will cost heavy expenditure to it and this will also consume a lot of time of
employees. It may lead to delay in work. On-the-job training might create chaos and employees
will get confused. In addition, due to this, other problems may get arise while resolving one
issue. If problem is not properly communicated then this will create a negative impression in the
minds of employees and this may turn into increase in employee turnover and employee
absenteeism.
After carrying out the evaluation of ishikawa (fishbone) diagram, critical path, work
breakdown structure and gantt chart it can be stated that all above stated tools have playeed very
important role. ishikawa (fishbone) diagram has helped Golden Fleece to identify the problem
and its main causes. Critical path has supported in determining the shortest path to accomplish a
20

project, task or activity. Further it has helped Golden Fleece to complete all its activities or task
required to overcome the problem on time. Work breakdown structure has resulted in division of
the entire work in various small components. Golden Fleece is able to carry out its task on time
with the help of Work breakdown structure. In the end Gantt chart supported Golden Fleece ins
determining time taken to complete each and every activity. All the above stated models and
tools are important for Golden Fleece in order to identify problem and various
The strategies implemented in the business can have favorable impact on the business
and can provide large number of benefits. It is good for the business as time management issue
can be resolved easily and employees can be provided more time for carrying out overall
operations. Apart from this, delivering on the job training will assist staff members to carry out
work in proper manner and time along with cost associated with carrying out operations can be
saved easily. Moreover, business can also employ the technique of work break down structure
through which entire work can be divided on the basis of priorities and firm can focus on each
and every activity which is crucial for its success.
CONCLUSION
After preparing this project report on employability and professional development, it has
been concluded that soft skills are essentially required being a manager in order to bring
efficiency among employee’s work. To survive in this globalized and competitive world, an
individual must possess such skills so that existing opportunities can be grabbed. If a person
already possesses such skills then it becomes easier for company to hire self-motivated
candidates. In this report, IT manager of Golden Fleece Recruitment Company possesses some
of the soft skills and as per the organizational objectives, manager has found the development
needs and has made the plans for developing personal as well as professional standards. To
implement the changes in an organization in an effective manner, IT manager has communicated
well to all the levels of management and employees.
For efficient working and for achieving the shared team goals, time management skills
have been adopted by the manager so that task would get completed on time and also, in an
efficient manner. The problem of time-management skills have been resolved by adopting
21

various strategies and the evaluation of those strategies have been done in order to forecast the
impacts of those strategies.
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