Graduate Diploma: BSBLED806 Project Management Coaching Strategy

This project management assignment delves into the intricacies of developing and implementing effective coaching strategies within an organization. It begins by exploring various coaching techniques like job rotation, buddy-mentorship programs, and virtual training, followed by a detailed examination of coaching program design principles, emphasizing needs assessment, objective setting, and measurable outcomes. The assignment then addresses data collection methods, including the use of existing documents, interviews, and surveys, alongside secure data storage practices. It also covers evaluation methods, such as feedback analysis and goal mapping, and discusses resource requirements based on different coaching models. Furthermore, the assignment outlines the legal and organizational compliance requirements for coaching programs, including adherence to information security, ethical codes, and organizational policies. The document includes meeting minutes, roles and responsibilities, a coaching strategy framework, and an email communication example, providing a practical application of the discussed concepts. The assignment concludes with a summary of the project and references.

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Project Management
Assignment
7/24/2019

Project Management
Table of Contents
Assessment Task 1................................................................................................................................2
Answer 1...........................................................................................................................................2
Answer 2...........................................................................................................................................2
Answer 3...........................................................................................................................................3
Answer 4...........................................................................................................................................4
Answer 5...........................................................................................................................................4
Answer 6...........................................................................................................................................5
Assessment Task 2................................................................................................................................6
Part A................................................................................................................................................6
Meeting Sign-In Sheet & Minutes of Meeting...............................................................................6
Roles & Responsibilities................................................................................................................7
Framework for Coaching Strategy.................................................................................................8
Part B.................................................................................................................................................8
Introduction...................................................................................................................................8
Organization Issues........................................................................................................................8
Coaching Programs & Coaching Models.......................................................................................9
Tools & Resources Required.........................................................................................................9
Selection Criteria...........................................................................................................................9
Selection Procedure.....................................................................................................................10
Induction & Training Requirements............................................................................................10
Legal, Regulatory, and Organizational Compliance Requirements..............................................10
Tools, Mechanisms, and Procedures for Managing Coach-Trainee Relationship........................11
Assessment Task 3..............................................................................................................................11
Copy of Email.................................................................................................................................11
Assessment Task 4..............................................................................................................................12
E-Portfolio.......................................................................................................................................12
References...........................................................................................................................................16
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Assessment Task 1
Answer 1
There are various types of coaching techniques that can be implemented in an organization.
Job rotation is one such coaching method in which an employee is assigned with new set of
roles and activities for the overall skill enhancement and professional growth (Li & Tian,
2012). Buddy-mentorship programme is another popular coaching method that can be
implemented in an organization. In this method, there is an expert that is assigned to the
employee for knowledge transfer and coaching purposes. With the development of
technology, there are virtual trainings and coaching that can now be arranged for the
employees. The use of augmented reality and virtual reality can be done to provide the
practical coaching to the resources. A simulated environment can be developed with the aid
of these technologies. Conferences and seminars are other methods that may be utilized for
the purpose of coaching. The experts can share the best practices and recommendations with
the employees for witnessing overall improvement in the style of work. Case study method is
another coaching technique that can be implemented in an organization. The case studies can
provide the employees with various business scenarios along with the associated problems to
solve (Stephen & Elliott, 2011). The employees can apply their knowledge and skills to
resolve the issues and can enhance their knowledge and understanding as an outcome.
Answer 2
The coaching program design principles are explained in the steps below:
 The design of the coaching program shall be based upon the needs and requirements
of the resources along with the accessibility of the same for the resources. Therefore,
the identification of the platform shall be done in the primary step and it shall be easy
to access by all the associated parties.
 The coaching program shall be designed in accordance with the needs and the
identification of the objectives shall be done prior to the design phase. For this
purpose, it will be required that an extensive research and analysis procedure is
carried out. The behaviour and performance shall be determined and the coaching
needs shall be mapped with the same. The objectives shall also be listed and the
coaching program must be designed on the basis of the same (Alro & Dahl, 2015).
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 Planning phase shall be completed before the design of the coaching program is
started. The measurable behaviours shall be in place and the action planning must also
be carried out.
 The design of the coaching program shall be done by
o The utilization of the selected coaching models and techniques must be done
and analysed before designing the program.
o The content as per the requirements and needs shall be developed and it must
be cross-verified by the experts before approval.
o Communication and clarity shall be kept as the two primary focal points in the
coaching program that is developed.
o There shall be various interactive points in the program so that the coach and
the resources get to discuss the matter with each other for better clarity.
o The framework for evaluation shall also be included in the coaching program
and it must be easy to carry out (Abdullah, 2011).
o The self-assessment and self-analysis exercises shall also be included so that
the resources may get to explore their learning & understanding levels on their
own.
 The deployment and sharing of the coaching program developed shall be done
thereafter.
Answer 3
It will be extremely significant to record and collect the coaching program data. The program
data will not only include the content developed for the coaching program; however, it will
also cover the data collected for needs analysis, data for evaluation & feedback, and likewise.
There are different techniques that shall be utilized to collect the coaching program data. The
use of existing documents and information along with the utilization of observation as the
data gathering technique must be done. The use of interviews and surveys shall also be done
for determining the coaching need and the feedback after the coaching program is
successfully carried out (Lee & Schenewark, 2011). The reference to the published articles,
methodologies, and journals shall also be done to prepare the coaching program data.
Exploratory data analysis can be carried out on the data and information gathered using these
techniques so that the content preparation for the coaching program is effective.
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The storage of the data shall be done securely over the cloud database. The paper-based
storage is no longer feasible from the organizational and environmental aspects. The use of
cloud databases will provide the ample storage space and the syncing of the same with the
security tools will ensure that the security and privacy of the information is maintained all
throughout. Recordkeeping serves a significant purpose in association with the coaching
program. There may be changes in the coaching program data that may be witnessed over the
time. With the practice of recordkeeping, the tracking and management of such changes will
become easier.
Answer 4
There are different methods to evaluate and report the coaching programs.
The primary method that can be used is the feedback of the resources that are provided with
the coaching. The resources can be enquired about the overall experience, areas of
improvement, primary takeaways, and likewise. The use of surveys and questionnaire is the
most suitable technique to collect such data.
The use of detailed program reports can also be done to communicate the effectiveness of the
coaching programs and the issues that may have appeared in the process. There are certain
goals that are set up before the coaching programs are designed and launched. The mapping
of these estimated goals with the actual values can be done. The assessment of the resource
behaviour and performance before and after the coaching program can be one of the
techniques that may be utilized for the purpose of evaluation (Boyce, Jeffrey Jackson & Neal,
2010). Also, the self-assessment results of the resources can also be used to evaluate the
coaching program.
Answer 5
The resource requirements can vary as per the coaching program model that is selected. For
instance, in the case of buddy-mentor programme for coaching the employees, there is only
one expert that is required to perform the role of a mentor (O’Donnell & Williams, 2012). It
is usually one-on-one coaching method. In the case of the use of a technological model that
involves the use of technologies, such as augmented reality, virtual reality, and likewise, the
involvement of technical and implementation team is required apart from the coaches. The
technical and implementation teams make sure that the environment for carrying out the
coaching method is made available.
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In the case of job rotation as the coaching method, it is usually the responsibility of the Team
Lead or the Project Manager to make sure that the skill enhancement of the resource is being
carried out as per the expectations. The conferences and seminars are conducted by the
experts and there are management resources that are also involved in making sure that the
entire event is conducted smoothly.
Answer 6
The following legislations shall be followed while planning and implementing a coaching
program in the organization.
 Adherence towards the information security & privacy rules and laws shall be
maintained all throughout.
 The adherence and compliance with the Code of Ethics shall be maintained (Calder,
2012).
 The quality standards and norms must never be violated under any circumstance.
 The external coaches and trainers shall have proper and legal authorization to get
associated with the organization.
 The coaching programs developed shall not discriminate the employees on the basis
of their gender, religion, race, age, or community.
 The coaching program shall be in accordance with the regulatory framework
applicable on the organization.
There are also certain organizational policies that the coaching program must comply with.
 The coaching program shall not violate the organizational ethical policies at any
instance.
 The program shall be in line with the organization domain.
 The program shall be approved by the internal management before its
implementation.
 The coaching program shall make sure that the cultural diversity of the workforce is
not impacted negatively in any manner.
 The coaching program shall be the basis for development and self-regulation of the
resources.
 The privacy and security of information sets shall be maintained.
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Assessment Task 2
Part A
Meeting Sign-In Sheet & Minutes of Meeting
Name & Position of Personnel
Involved
General Manager, FIL
Production Manager, FIL
Training Manager, Global Learning
Date of Meeting 24th July 2019
Time of Meeting 4:00 PM
Duration of Meeting 60 minutes
Points Discussed  The coaching program is needed by FIL so that the
organizational communications can be improved
for better operational efficiency.
 The training processes shall focus on the literacy,
oral, and writing skills of the employees in the area
of English language.
 The availability of the resources for the training
will not be an issue with FIL
 The schedule and budget for the coaching will be
determined using the bottom-up estimation
technique.
 The overall timeline for the planning and
implementation of the coaching program will be
classified in five phases as initiation and planning,
data collection and analysis, design of the coaching
program, implementation, evaluation and closure.
 The approximate duration of the coaching will be
90 days and for the overall phase shall be 145 days
(Athanasopoulou & Dopson, 2018).
 The two trainers will be provided with the required
tools, equipment, and material to conduct the
coaching by FIL and it will be included in the
overall budget.
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 The evaluation framework for training will be
feedback and surveys.
Action Plan  To prepare a detailed timeline for the coaching by
the Training Manager
 To provide the workplace policies and
organizational regulations to be followed by the
General Manager, FIL
 To provide the technical report of the organization
by Production Manager, FIL
Signature of Attendees General Manager, FIL
Production Manager, FIL
Training Manager, Global Learning
Roles & Responsibilities
Role Set of responsibilities
Coaches To prepare the coaching program for the coaching on the basis
of the needs analysis and the data collected. The content
preparation and delivery of the coaching will be required to be
done by the coaches.
Trainees To provide their needs and requirements from the coaching
and to attend the coaching sessions as per the schedule.
To provide the feedback and evaluation response.
FIL Management To make sure that the necessary tools and environment for
carrying out the coaching is available with the coaches.
To communicate the coaching schedule to the employees to
make sure that availability is not an issue (Gan & Chong,
2015).
To provide funds to Global Learning Management to carry out
the program.
To provide the data and information for needs analysis and
preparation of the coaching program.
Global Learning
Management
To recruit and allocate the coaches for the coaching program at
FIL.
To analyse the information and data sets for determination of
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the needs.
To develop the detailed schedule and budget for the entire set
of activities.
To allocate the roles and responsibilities to the coaches and the
internal team members (Milner, McCarthy & Milner, 2018).
To evaluate the feedback provided by the trainees.
Framework for Coaching Strategy
The framework for coaching strategy shall be based on the coaching model that is selected.
The coaching model shall be classroom-based coaching with the availability and connectivity
of the session over the web-conferencing platform.
The coaching program data shall be developed as per the information collected using
observations, interviews, and surveys as the techniques. The analysis of the information shall
be done along with the needs determination using the exploratory analysis as the tool (Rosha,
2014).
Part B
Introduction
Global Training is a Registered Training Organization that provides training to the
organizations in Australia on Workplace English Language and Literacy programs (WELL).
The funding for such trainings is usually provided by the Department of Employment and
Workplace Relations (DEEWR). Fabtech International Limited (FIL) is a leading private
organization based out of China and was set up 75 years ago. The company has its
capabilities in multiple domains, such as Technology, Construction, Engineering, and
Manufacturing.
Organization Issues
FIL started its operations in Australia in the year 2016. There are various employees in the
organization that are from the non-English speaking backgrounds. This leads to the issue of
communication in the workplace and the filling up of OHS documents and other project
reports is also an issue (Mazenod, 2013).
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Coaching Programs & Coaching Models
In order to deal with the issues stated above, FIL has decided to implement WELL training
program for its employees and has identified 35 such employees from the South-Asian
backgrounds.
The coaching program that is designed for FIL shall be interactive and shall focus on the
literacy, oral, and writing skills of the employees. The coaching model that has been
recommended for the organization is classroom training and the use of web-conference
platform for imparting trainings. The organization of conferences shall also be done by the
coaches as a part of the induction process (Rosha & Lace, 2016).
Tools & Resources Required
The coaches will require the tools, such as automated data analytics tools so that they may
analyse the information collected from the employees and the organization for the designing
of the content and program data.
The audio/visual tools and the classrooms for carrying out the coaching will be needed. Also,
the computer systems, network connections, and web-conferencing tools will be needed
(Mill, 2010).
The trainees will require the access to the web-conferencing tools and the computer systems.
The employees working remotely will be able to connect to the session using these tools.
Selection Criteria
The following section criteria shall be met by the coaches that are selected for the coaching
program.
 The candidate shall have certificate IV in Teaching English to Speakers as Second
Language (TESOL)
 The candidate shall have certificate IV in Vocational Education and Training
qualification (TAE)
 The candidate shall have relevant experience in delivering VET trainings in the
workplace.
 The candidate shall be an approved trainer and must have a post-graduate degree or
above in English language as the major subject.
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Selection Procedure
There will be multiple rounds that will be involved in the recruitment and selection process.
 The screening of the applications received shall be done by the Training Manager as
per the selection criteria stated above.
 There shall be an interview session conducted with each of the selected candidate and
the Training Manager along with the Subject Matter Expert shall be included in the
interview panel.
 There shall be a practical training session conducted by the shortlisted candidates and
the duration of the session shall be 30 minutes.
 The final round shall be conducted by the HR Manager and the two candidates shall
be selected in this round (Vogel-Boeker, 2012).
Induction & Training Requirements
The coaches shall be provided with the induction training of the Global Learning
organization and shall be provided with a brief of FIL and its training requirements. The
induction shall also focus on the organizational and legislative policies that must be followed.
For the trainees, the induction shall be carried out in the form of the conference. The session
shall include the brief of the timeline along with the outline of the entire training modules that
will be covered (Lu & Betts, 2011).
Legal, Regulatory, and Organizational Compliance Requirements
There are legal and regulatory requirements that must be met.
 Adherence towards the information security & privacy rules and laws shall be
maintained all throughout.
 The adherence and compliance with the Code of Ethics shall be maintained.
 The quality standards and norms must never be violated under any circumstance.
 The external coaches and trainers shall have proper and legal authorization to get
associated with the organization.
 The coaching programs developed shall not discriminate the employees on the basis
of their gender, religion, race, age, or community.
 The coaching program shall be in accordance with the regulatory framework
applicable on the organization.
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There is also organizational compliance that will be required to be maintained through the
timeline.
 The coaching program shall not violate the organizational ethical policies at any
instance.
 The program shall be in line with the organization domain.
 The program shall be approved by the internal management before its implementation
(Britton, 2015).
 The coaching program shall make sure that the cultural diversity of the workforce is
not impacted negatively in any manner.
 The coaching program shall be the basis for development and self-regulation of the
resources.
 The privacy and security of information sets shall be maintained
Tools, Mechanisms, and Procedures for Managing Coach-Trainee Relationship
There will be feedback process that will be carried out at the end of every training session.
The response provided by the trainees will be directly sent to the Training Manager. The
Training Manager will analyse the response and will identify the areas that may be improved
upon. The coaches will be provided with the information on the areas of improvement (Nash,
Sproule & Horton, 2016). These changes and modifications will be implemented in the next
training session. Similarly, the coaches will provide the general feedback of the trainees and
the environment maintained to the General Manager of FIL. The General Manager will
analyse the response and will communicate the changes to be made to the trainees.
In this manner, the overall relationship of the coaches and trainees will improve.
Assessment Task 3
Copy of Email
Subject: Interview Reports for the Candidates
The HR Manager
The interview sessions and recruitment process for the positions of the coaches for FIL
coaching program was conducted from 10th July 2019 to 23rd July 2019. The candidates have
been selected on the basis of their professional experience, certifications, and qualifications.
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