Lead and Manage Team Effectiveness: Meeting Invitation, Ground Rules, Performance Plan, Policy and Procedure, Reward and Recognition Schemes

This article covers a meeting invitation for performance planning, agreed ground rules for team meetings, a performance plan with competencies, a report on a meeting regarding gross misconduct, a performance management policy and procedure, and a reward and recognition scheme for the marketing team.

Assessment 1
Lead and Manage Team effectiveness
Part A
Subject: Meeting invitation
Dear Name,
Hereby, I would like to invite you to a performance planning meeting that is to be held at 9. 00
am for 15 minutes on 20th September 2018. The main objective of this meeting is to ensure that
everyone has an understanding of the years’ goals and objectives by understanding ones specific
roles and responsibilities.
Due to this therefore, I have attached the operational plan herein for your review together with
the specific roles that you are responsible and accountable for. You are required to give your
relevant feedback as well as noting down any concerns. Remember to carry a copy of your
operational plan and notes with you.
Looking forward to meeting with you then,
Best regards,
Name.
Part b –Email with agreed ground rules
Subject: The specific set ground rules
Dear Mike,
During our previous meeting, below are some of the team ground rules that were agreed upon:
Every member should treat one another with respect.
Personal relationships should be developed so as to improve open communication and build
Constructive feedback should always be provided so as not to be defensive

Individual and team achievements should always be recognized and celebrated to encourage
more energy and productivity
In case of any issue or problem regarding any situation the organization should always try to
provide and present a lasting and satisfying solution at all times.
Honesty and open communication should always be emphasized since the organization is
transparent and has no hidden agendas.
Team members are encourage to always participating effectively without any fear of
discrimination either on the basis or gender or age among other things.
Best regards
Name
Part C
Performance plan
Competencies
The teams and individual members should be able to perform efficiently and effectively. This is
through strategies that include:
Team management – The team members should be responsible for their own growth and
development. They should be able to maintain professionalism and technical knowledge as well
as acting with the highest level of integrity and be willing to think independently.
Relationship management – Teams should be interested in others people and concerns through
fostering environment that promotes positive relationships among them and even with other
people
Enhancing strategic working relationships-This is aimed at providing win-win solutions for
businesses. More focus on customers– should be able to understand and anticipate the need of
every customer.
Operations management-this is aimed at achieving business success by using the available
resources effectively. Team members should be able to take part in planning and achieve good
results as well as analyzing issues and providing conflict resolution strategies.

Each team member should be able to have specific personal objectives which may include
collaboration with other team members, managing relationships by maintaining good
conversation with other people.
Good citizen who is able to perform exceeding the given standards and managing documents
effectively.
NNEC team meeting schedule.
Marketing department
Prepared by Marketing Officicer
Date Location Time Agenda Contact details
January 2nd
2018
NNEC
conference hall
9am to 11am Operational plan [e-mail]
February 30th
2018
NNEC Board
room
5pm to 8pm Performance
management
[e-mail]
29th 2019 Mairan Hotel
Room no.26
4pm to 9pm Reward
strategies
[e-mail]
March NNEC
marketing
department
7am-10am Competition [e-mail]
April NNEC meeting
room
6pm- 7pm Customer
feedback
analysis
[e-mail]
May Marketing Hall General meeting [e-mail]
June NNEC hall no.
31
12pm-6pm Mid cycle
meeting
[e-mail]
July Marketing hall
002
Customer
service training
[e-mail]
August NNEC meeting Relationship [e-mail]

room management
review
September NNEC
marketing
department
Conflict
resolution
[e-mail]
October Marketing hall
002
General meeting [e-mail]
November NNEC meeting
room
Reward schemes [e-mail]
December NNEC
conference hall
End of cycle
meeting
[e-mail]
Part d
Dear Sir,
I am pleased to inform you that we successfully had a meeting with the marketing officer on
Thursday 27th to discuss about gross misconduct over the last two weeks. We discussed clearly
on the importance of team spirit and cohesion as well as support to all other staff members. I was
able to let her know of the various complaints raised as well as giving some of the impacts that
this has let into and how her work performance has dropped for the past few days.
From this, she was able to know the importance of working with other members in order to
achieve the goals and objectives of the organization. Claire was apologetic and she promised to
minimize any action that can lead to any other issue in the future, we also agreed to have another
meeting in the future where we can review the progress of her performance.
Please let me know should you have any other questions or concerns otherwise, thank you in
advance.
Best regards,
(Name)

Marketing and communications officer.
Part E
Performance management policy and procedure
Purpose
NNEC believes that this policy is useful as it supports and improve employee in the work
environment since it ensures that accountability and professional support to every employee.
The organization ensures that all workers clearly understand the work that they have to do, they
have knowledge of what their expectation is and that they are given enough guidance and
support at work.
 To achieve this all workers are required to be part of regular supervision so as to ensure
that workers do complete their work satisfactorily and to identify if any assistance is
required together with the performance review so as to give a formal way of assessing
employee performance for a period of time as well as coming up with ways to improve
the performance of each employee.
 Some of the importance of team working together are good communication this is
because teams are able to share information freely with one another thus improving
efficiency, it also leads to good conflict resolution because teams provide an in-depth and
more critical analysis of issues affecting their performance.
 Some of the impacts of poor management of performance include poor/ reduced
performance, poor employee relationships as well as increased level of conflicts among
team members.
 In cases where poor performance is identified, the manager or the human resource
representatives will organize a first time counselling meeting with the concerned person
so as to identify various ways to provide them with training or discuss on any other plan
of action. This involves a warning given to the employee whereby he is given a second
counselling after four weeks so as to review the plan actions if it has achieved its
objectives. If the objectives are not met then the employee will be given a final warning
that may finally lead to dismissal/ termination.

Part F- Reward and recognition schemes (email)
Subject Reward and recognition scheme
Dear sir/ madam,
I am privileged to report that over the past one year the marketing team has been able to
combine their efforts and hard work in achieving the organization goals. The number of new
netball players has increased drastically and therefore would like to recognize the effort of
each team and individual members through the following reward and recognition schemes
1. Giving retail vouchers to every team members
2. Giving certificates and trophies to employees
3. Leisure treat to ever member for instance organizing a fun day event, provision of
theater tickets, bike rides among others
This will motivate the employees to be more productive in the future. Congratulations
Sincerely,
Name
Marketing and communications manager