Perform a Swot Analysis in Employee Training Development - PDF by bvu64416

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									Appendix I: Supervisory Development Curriculum



Phase I
                                                                                                                                       Approx. Time
Desired Performance                   Competency 1            Behavioral Examples 2                   Suggested Training Topics 3      Allocation 4
Phase I:
Given the challenges of                                       •   Manage a productive                 •   Key supervisory roles and
transitioning from a staff to a       Technical Credibility       workforce.                              responsibilities.            2-4 hours
supervisory position, the new                                 •   Protect employee rights.            •   Employee rights and
supervisor is able to perform in                              •   Support Bureau and                      responsibilities.
the new position consistent with                                  Department programs and             •   Transitioning from a staff
the roles and responsibilities of a                               policies.                               position to a supervisory
supervisor within the Federal                                                                             position.
government work environment.                                                                          •   Bureau and Department
                                                                                                          programs and policies
                                                                                                          related to human capital,
                                                                                                          including but not limited
                                                                                                          to: Strategic Plan for
                                                                                                          Achieving and
                                                                                                          Maintaining a Highly
                                                                                                          Skilled and Diverse
                                                                                                          Workforce, Strategic Plan
                                                                                                          for Accessibility, DOI
                                                                                                          Strategic Plan:
                                                                                                          Management Excellence.




1
  Although many competencies may be partially covered in any given objective, we have limited the list to the primary 3-4 competencies for each
objective.
2
  Behavioral examples are taken from OPM’s HR Manager except for those written in italics, which were taken or modified from other documents.
3
  This list of training topics is not exhaustive and latitude is given to make minor adjustments to the supervisory training program, while maintaining
the integrity of a comprehensive development program that covers broad areas of supervisory responsibility.
4
  The time allocations are only estimates and actual training may take less or more time depending on the depth and breadth of the training or
specific bureau needs.




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Appendix I: Supervisory Development Curriculum



                                                                                                                                   Approx. Time
Desired Performance                  Competency 1           Behavioral Examples 2                  Suggested Training Topics 3     Allocation 4
Given the organization’s mission     Human Resource         • Prepare workforce plans with         • Staffing and Classification
and goals, funding, and other        Management                projected number and type of        • Position Management           4-6 hours
resources, the supervisor                                      staff needed.                       • Bureau specific
assesses current and future          Written                • Prepare position descriptions           recruitment and hiring
staffing needs and develops a        Communication             and performance elements and           processes.
staffing plan for successfully                                 standards.                          • SWOT analysis
accomplishing the organization’s                                                                   • How to write a PD (and
mission.                                                                                              crediting plan if
                                                                                                      applicable)
                                                                                                   • DOI and Bureau
                                                                                                      Workforce Planning
                                                                                                      initiatives.
Given a staffing need as             Human Resource         •   Recruit individuals with the       •   Merit System Principles
identified in an approved            Management                 knowledge and skills identified    •   Prohibited Personnel        2-4 hours
workforce plan, the supervisor                                  in the approved staffing plan          Practices
recruits and selects individuals     Leveraging Diversity       and position description.          •   Equal Employment
based on merit principles and                               •   Recruit and hire a diverse             Opportunity
EEO regulations in the interest of                              workforce.                         •   Hiring Authorities,
building a diverse workforce.                               •   Make decisions on significant          including special hiring
                                                                personnel actions.                     authorities for the
                                                                                                       disabled and for veterans
                                                                                                   •   Recruitment Tools and
                                                                                                       Resources
Given a recruitment action, the      Human Resource         •   Conduct selection interviews for   •   Interviewing Do’s and       2-4 hours
supervisor plans for and             Management                 making hiring decisions.               Don’ts
conducts applicant and reference                                                                   •   How to conduct an
interviews that meet legal                                                                             Interview that focuses on
parameters and result in hiring                                                                        competencies and
the best candidate for the                                                                             behaviors required by the
position.                                                                                              job.
                                                                                                   •   Selection and Approval
                                                                                                       Process




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                                                                                                                               Approx. Time
Desired Performance                  Competency 1           Behavioral Examples 2               Suggested Training Topics 3    Allocation 4
                                                                                                • Making reasonable
                                                                                                   accommodations for
                                                                                                   disabled applicants.
Given work to be accomplished        Human Resource         •   Advise employees of their       • DOI Performance
through subordinate employees,       Management                 performance plan and keep          Management System           4-6 hours
the supervisor will coach and                                   them informed individually of   • Coaching and Counseling
counsel subordinates in meeting      Interpersonal Skills       their performance.                 Skills
critical elements as identified in                          •   Conduct formal performance      • Feedback Skills
the employee’s performance           Service Motivation         appraisals.                     • Performance Evaluation
plan.                                                       •   Communicate the                    Skills
                                     Oral Communication         organization’s mission and      • Writing Critical Elements/
                                                                vision to the staff.               Performance Standards
                                                            •   Explain specific goals,         • Conducting a
                                                                activities, policies, and          Performance Appraisal
                                                                procedures to subordinates.        Session
                                                            •   Inform subordinates about       • Motivational Theory/
                                                                developments and their impact      Models
                                                                on organization activities.     • Reasonable
                                                            •   Motivate subordinates and          accommodation and
                                                                peers towards future goals.        resources
                                                            •   Establish organizational
                                                                procedures and policies to
                                                                empower subordinates.
                                                            •   Monitor and evaluate employee
                                                                work products.
                                                            •   Develop procedures for
                                                                evaluating work products.
                                                            •   Provide regular guidance to
                                                                subordinates.




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Appendix I: Supervisory Development Curriculum



                                                                                                                                   Approx. Time
Desired Performance                   Competency 1           Behavioral Examples 2                Suggested Training Topics 3      Allocation 4
Given an employee’s less than         Human Resource         • Help employees improve             • Performance
successful performance of             Management                performance.                         Improvement Plans             2-4 hours
critical elements identified in the                          • Assist individual workers with     • Performance Based
employee’s performance plan,          Accountability            job-related problems.                Actions
the supervisor will take steps to                                                                 • Employee Assistance
improve the employee’s                                                                               Program
performance in accordance with                                                                    • Accessible Technology
the policies of the organization.                                                                    Center
                                                                                                  • Appeal Rights and MSPB

Given outstanding performance         Human Resource         •   Provide recognition and          •   DOI Awards and
by subordinates the supervisor        Management                 rewards for effective                Recognition Program          1-2 hours
will use the awards and                                          performance.                     •   Bureau specific levels of
recognition program to create         Service Motivation                                              authority, policies, and
and sustain a motivating and                                                                          procedures for granting
productive work environment.                                                                          awards.
Given employees with                  Human Resource         •   Document individual needs        •   Characteristics of people
disabilities, the supervisor makes    Management             •   Make reasonable                      with various disabilities.   2-4 hours
accommodations for those needs                                   accommodations based on          •   Rehabilitation Act of
consistent with the requirements      Leveraging Diversity       individual needs.                    1973.
of the Rehabilitation Act of 1973                                                                 •   Department and Bureau
and Department and Bureau                                                                             policies on reasonable
policy and directives.                                                                                accommodation
                                                                                                  •   EEOC Role and
                                                                                                      Responsibilities
Given a diverse workforce, the        Leveraging Diversity   •   Create a work environment        •   Benefits and Challenges
supervisor creates an inclusive                                  where individuals are treated        of a Diverse Workforce       2-4 hours
work environment that includes        Human Resource             fairly.                          •   Job Aids and Available
respect, understanding, valuing,      Management             •   Implement workforce diversity        Resources for
and maximizing the talents of                                    training programs for self and       Supervising a Diverse
each individual towards the                                      subordinates.                        Workforce
accomplishment of the mission.                                                                    •   Religious
                                                                                                      Accommodation




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Appendix I: Supervisory Development Curriculum



                                                                                                                                Approx. Time
Desired Performance                Competency 1           Behavioral Examples 2                   Suggested Training Topics 3   Allocation 4
Given a task to be assigned, the   Leveraging Diversity   • Match subordinate interests           • Situational Leadership
supervisor assesses the                                      and abilities with the job.             Model                      2-4 hours
employee’s level of competence     HR Management          • Set deadlines for project             • Coaching
and commitment to the task, and                              completion.                          • Delegation
provides the level of direction    Accountability         • Establish organizational
and support the employee needs                               procedures and policies to
for successful performance.                                  empower subordinates.
                                                          • Empower employees with
                                                             authority and responsibility to
                                                             make decisions.
                                                          • Schedule work assignments,
                                                             set priorities, and direct work of
                                                             the staff.
                                                          • Motivate subordinates and
                                                             peers towards future goals.
                                                          • Determine program or project
                                                             priorities to allocate resources.
                                                          • Design processes and
                                                             structures for doing work.
                                                          • Give subordinates substantial
                                                             authority and discretion to carry
                                                             out work activities and make
                                                             decisions.




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Appendix I: Supervisory Development Curriculum



                                                                                                                                Approx. Time
Desired Performance                  Competency 1           Behavioral Examples 2               Suggested Training Topics 3     Allocation 4
Given identified individual          Leveraging Diversity   • Train employees to know how       • OPM, DOI and Bureau
training needs and mandatory or                                and when to use automation or       specific training policies   1-2 hours
required training, the supervisor    Human Resource            other technology related            and resources.
will ensure that all employees,      Management                equipment.                       • Career development
including the supervisor, receive                           • Create an organizational             activities and resources.
the training in a timely manner.     Accountability            environment, which encourages    • Mandatory and Required
                                                               staff to stay current/informed      Training (DOI and Bureau
                                                               about new automation or other       specific)
                                                               technology.                      • OPM’s e-Scholar
                                                            • Provide career growth                Programs
                                                               opportunities for staff.         • Reasonable
                                                            • Provide employee coaching            accommodations related
                                                               and counseling for career           to training activities.
                                                               development.
Given an employee situation of       Accountability         • Conduct disciplinary actions      •   Conduct vs. Performance
concern, the supervisor is able to                             such as warnings and             •   Progressive Discipline      2-4 hours
differentiate between conduct        Human Resource            reprimands.                      •   Table of Penalties
and performance issues and           Management             • Take corrective action when       •   RISC Model for Feedback
take the appropriate steps to                                  problems arise.                      (Report, Impact, Specify,
resolve conduct issues in                                   • Identify potential problems in        Consequence)
accordance with organizational                                 employee behavior and take
policies, procedures and                                       appropriate action.
standards.                                                  • Conduct a “root cause” analysis
                                                               of the situation.




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Appendix I: Supervisory Development Curriculum



                                                                                                                                 Approx. Time
Desired Performance                  Competency 1          Behavioral Examples 2                 Suggested Training Topics 3     Allocation 4
Given the Standards of Conduct       Accountability        • Maintain internal control           • Standards of Conduct
and other applicable guidance                                 systems to ensure protection       • Ethics in the Workplace       2-4 hours
the supervisor determines the        Human Resource           against fraud, waste, and          • Statutory Prohibitions
correct course of action when an     Management               mismanagement.                     • Post Employment
ethical or conduct concern                                 • Model high standards of             • Disclosure of Financial
occurs and provides guidance to      Integrity/Honesty        honesty and integrity.                Interests
the employee.                                              • Review internal control systems     • Table of Penalties
                                                              for compliance against             • Progressive Discipline
                                                              established procedures and
                                                              standards.
Given an indication or claim of a    Accountability        • Prevent complaints from             •   Guidelines for
hostile work environment, sexual                              employees.                             documenting an incident.    4-6 hours
harassment, or discrimination,       Decisiveness          • Resolve complaints from             •   Indicators of Potential
the supervisor promptly conducts                              employees.                             Hostile Work
an investigation and takes           Problem Solving       • Immediately address                     Environment
measures as appropriate to                                    inappropriate behavior.            •   Sexual Harassment and
correct the situation and maintain                         • Reduce liability                        Quid Pro Quo
an environment free of                                                                           •   Discrimination: Disparate
discrimination and other                                                                             Treatment and Disparate
inappropriate behavior.                                                                              Impact.
                                                                                                 •   DOI Zero Tolerance
                                                                                                     Policy
                                                                                                 •   Protected Categories
Given complaints or grievances,      Accountability        •   Resolve complaints from           •   EEO Complaint Process       2-4 hours
the supervisor takes measures                                  employees.                        •   Grievance Process
as appropriate to resolve them.      Conflict Management   •   Recommend solutions to critical   •   Alternative Dispute
                                                               or sensitive problems.                Resolution Process
                                     Problem Solving                                             •   No Fear Act




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Appendix I: Supervisory Development Curriculum



                                                                                                                                 Approx. Time
Desired Performance                  Competency 1            Behavioral Examples 2                Suggested Training Topics 3    Allocation 4
Given organizational policy and      Accountability          • Deal with representatives of       • Labor Management
procedures, supervisors will act                                bargaining unit on matters           Relations in general.       1-2 hours
in accordance with any               Human Resource             involving employees.              • Specific knowledge of
bargaining unit agreement that       Management              • Act as a liaison between              any binding agreements
exists and/or uphold the rights of                              workers and management to            impacting the workplace.
employees when they are              Technical Credibility      facilitate organizational         • Labor Agreement
attempting to organize.                                         progress.                            Information Retrieval
                                                                                                     System (LAIRS)

Supervisor will make decisions       Decisiveness            •   Control attendance and leave,    •   Leave Administration       3-6 hours
regarding employee leave,                                        including approval of sick and   •   Pay Administration
coverage for leave, approval and     Human Resource              annual leave.                    •   FLSA
administration of overtime for       Management                                                   •   FMLA
staff in accordance with all                                                                      •   Work Schedule
regulations and policies.            Technical Credibility                                            Flexibilities including
                                                                                                      reasonable
                                                                                                      accommodations for
                                                                                                      people with disabilities
                                                                                                      and for religious
                                                                                                      affiliations
                                                                                                  •   Federal Wage System
Given workforce/ workplace           HR Management           •   Promotes Safety                  •   DOI and Bureau Specific    2-4 hours
injuries/ accidents, the                                     •   Conducts risk assessments.           Safety Program
supervisor completes                 Technical Credibility   •   Conducts accident                •   Accident/Incident
accident/incident reports and                                    investigations.                      Reporting
Worker’s Compensation claim                                  •   Reports accidents using          •   Worker’s Compensation
forms and facilitates the                                        SMIS/OWCP documents.                 Program
employee’s return to duty as                                                                      •   Risk Assessment
quickly as possible.                                                                              •   Bureau Safety Program
                                                                                                  •   Legal Liabilities




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Appendix I: Supervisory Development Curriculum



Phase II:
                                                                                                                                 Approx. Time
Training Objectives                  Competency 5             Behavioral Examples 6            Suggested Training Topics 7       Allocation 8
Given feedback from                  Continual Learning       • Maintain a high level of       • IDP Development and
management, peers,                   Technical Credibility       professional expertise.          Approval process.              3-5 hours
subordinates and others, the         Interpersonal Skills     • Invest time and energy in      • 360° Assessment of
supervisor is able to develop a                                  self-development and             Leadership Skills
professional growth plan that is                                 growth.                       • How to Use Feedback
focused on developing                                         • Maintain communication            Effectively
supervisory and leadership skills.                               network with others for       • OPM’s 27 Competencies
                                                                 self-learning and growth.     • Position/Job Series
                                                              • Establish networks with           specific competencies
                                                                 key individuals or groups.
Given a conflict situation           Conflict Management      • Resolve problems and           •    Conflict resolution
involving the supervisor and a                                   reach workable solution            techniques.                  2-4 hours
stakeholder or an employee-to-       Decisiveness                among parties.                •    Alternative Dispute
employee conflict, the supervisor                                                                   Resolution Program
is able to manage the situation in   Interpersonal Skills                                      •    Employee Assistance
a constructive manner and seek                                                                      Program
out assistance as needed in                                                                    •    Mediation Techniques
keeping with organizational
policies, procedures and
standards.




5
  Although many competencies may be partially covered in any given objective, we have limited the list to the primary 3-4 competencies for each
objective.
6
  Behavioral examples are taken from OPM’s HR Manager except for those written in italics, which were taken or modified from other documents.
7
  This list of training topics is not exhaustive and latitude is given to make minor adjustments to the supervisory training program, while maintaining
the integrity of a comprehensive development program that covers broad areas of supervisory responsibility.
8
  The time allocations are only estimates and actual training may take less or more time depending on the depth and breadth of the training or
specific bureau needs.




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Appendix I: Supervisory Development Curriculum



                                                                                                                         Approx. Time
Training Objectives                 Competency 5           Behavioral Examples 6           Suggested Training Topics 7   Allocation 8
Given the requirement to build a    Team Building          • Foster consensus              • Value of a team approach
cohesive work group or team,                                  building with                • Utilizing Team Member       16-32 hours
the supervisor applies team         Interpersonal Skills      subordinates, peers, and        Abilities
processes and group dynamic                                   superiors.                   • Creating a Shared
techniques to accomplish work.      Service Motivation     • Encourage open                   Purpose
                                                              communication and input      • Setting Team Goals and
Organizational Indicators:                                    from employees.                 Objectives
                                                           • Promote teamwork within       • Group Dynamics
Track mission accomplishments.                                the organization.            • Conducting Effective
                                                           • Involve staff in developing      Meetings
                                                              organizational plans.        • Group Problem Solving
                                                           • Establish team or group          and Decision Making
                                                              achievement awards.          • Evaluating Team Process
                                                                                              and Performance
Given the need to provide           Customer Service       •   Collaborate with clients,   • Customer Service            4-6 hours
products and services to internal   Partnering                 including people with          Standards
and external customers, the                                    disabilities and other      • ID Internal and External
supervisor will seek continuous                                underserved populations        Customers
improvement in the quality of                                  to identify their           • Methods for Identifying
services, products, and                                        expectations.                  Customer Needs
processes.                                                 •   Anticipate the needs of     • Dealing with Difficult
                                                               clients.                       Customers
                                                           •   Work with clients to set    • Strategies for Improving
                                                               standards for services         Customer Service
                                                               and products.                  Processes
                                                           •   Integrate client            • Continuous improvement
                                                               expectations into the          strategies.
                                                               delivery process for        • Modification of Customer
                                                               services or products.          Services to meet the
                                                           •   Encourage regular              needs of customers with
                                                               communication with             disabilities
                                                               clients to ensure their     • Collaboration with
                                                               needs are met.                 customers




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Appendix I: Supervisory Development Curriculum



                                                                                                                  Approx. Time
Training Objectives                 Competency 5    Behavioral Examples 6           Suggested Training Topics 7   Allocation 8
                                                    • Use client feedback
                                                       system to evaluate
                                                       delivery of services.
                                                    • Train employees in client
                                                       interaction techniques.
                                                    • Awareness of program
                                                       accessibility requirements
Given work-related challenges or    Influencing /   • Seek opportunities to         •   Influencing Skills        16–32 hours
tasks and situations requiring      Negotiating        move the organization        •   Sources of Power
buy-in and/or approval, the                            toward future goals.         •   Handling Objections
supervisor will apply power,                        • Identify and use power        •   Active Listening
authority, and influence to build                      sources to facilitate goal
support and/or consensus for                           attainment.
achieving organizational goals.                     • Negotiate with internal or
                                                       external groups to
                                                       facilitate program
                                                       implementation.
                                                    • Obtain support from
                                                       superiors before taking
                                                       critical action.
                                                    • Gain support of key
                                                       individuals to ensure goal
                                                       accomplishment.
                                                    • Market work plans to
                                                       higher management to
                                                       gain their support.




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Appendix I: Supervisory Development Curriculum



                                                                                                                            Approx. Time
Training Objectives                 Competency 5            Behavioral Examples 6            Suggested Training Topics 7    Allocation 8
Given the normal activities of a                            • Treats employees and           • Communication Model
first level supervisor, the         Interpersonal Skills       others with respect,          • Barriers to                  4-6 hours
supervisor demonstrates                                        caring, and courtesy.            Communication
communication skills that           Oral Communication      • Maintains an open door         • Active Listening
facilitate an open exchange of                                 policy.                       • Communication styles
ideas and build relationships.                              • Exhibits tact and restraint       assessment
                                                               in difficult situations.
                                                            • Maintains effective
                                                               working relationships with
                                                               subordinates, peers,
                                                               higher management and
                                                               customers
Given new information or            Resilience              • Implement new or revised       •   Current issues and hot
changing conditions, unexpected                                programs and policies.            topics in the Department   6-8 hours
obstacles, and/or ambiguity in      Flexibility             • Adjust work/action plans           and/or agency.
the work environment, the                                      as a result of budget         •   Change Management
supervisor recovers quickly and     Technical Credibility      changes.                          Techniques
maintains focus.                                            • Adjust work schedules to       •   How to Prioritize Work
                                                               meet changing priorities.     •   Stress Reduction
                                                            • Establish a balance                Techniques
                                                               among competing
                                                               objectives to accomplish
                                                               overall organizational
                                                               goals.
                                                            • Keep abreast of key
                                                               agency policies and
                                                               priorities likely to affect
                                                               the program area.
Given the oral communication                                • Make oral presentations        •   Presentation Skills
requirements associated with        Oral Communication         to higher management or       •   Briefing Skills            8-16 hours
supervision, the supervisor is                                 outside organizations.        •   Awareness of
able to express facts or ideas in   Technical Credibility   • Conduct briefings or other         requirements and options
a clear and organized manner                                   meetings.                         for communicating with
that is appropriate to the          Service Motivation                                           the disabled.




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Appendix I: Supervisory Development Curriculum



                                                                                                                           Approx. Time
Training Objectives                 Competency 5            Behavioral Examples 6           Suggested Training Topics 7    Allocation 8
audience and purpose of the                                 • Explain significant goals,
presentation.                                                  activities, policies, and
                                                               procedures to
                                                               subordinates.
                                                            • Discuss management
                                                               practices with staff.
                                                            • Communicate the
                                                               organization’s vision and
                                                               mission to staff.
                                                            • Inform subordinates
                                                               about developments and
                                                               their impact on
                                                               organizational activities.
                                                            • Explain and defend
                                                               management’s policies or
                                                               practices.
                                                            • Inform higher-level
                                                               management of program
                                                               developments.
Given the written communication     Written                 • Establish clear and           •   Department and/or
requirements associated with        Communication              concise policies and             Bureau Correspondence      8-16 hours
supervision, the supervisor is                                 guidelines for program           Guidelines
able to express facts or ideas in   Human Resource             area.                        •   Technical Writing Skills
a clear and organized manner        Management              • Develop procedures for        •   Plain Language
that is appropriate to the                                     evaluating work products.        Guidelines
audience and purpose of the         Technical Credibility   • Present cost/benefit
document.                                                      estimates of projects or
                                                               programs to higher
                                                               management.
                                                            • Present data in a clear
                                                               and organized format.




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Appendix I: Supervisory Development Curriculum



                                                                                                                        Approx. Time
Training Objectives                  Competency 5           Behavioral Examples 6         Suggested Training Topics 7   Allocation 8
Given the supervisor’s work unit                            • Adjust work schedules to    • DOI and Bureau              1-2 hours
and the various programs and         Flexibility               accommodate                   Work/Life Programs.
options available to promote                                   employee’s personal and    • Alternative Work
employee health and well being,      Human Resource            work needs.                   Schedules.
the supervisor is able to create a   Management             • Make use of Department,     • Stress Management
work environment that                                          Bureau, or Local Work/
maximizes flexibility and            Interpersonal Skills      Life Programs to benefit
minimizes stress.                                              employees.
                                                            • Sponsor a Health Fair for
                                                               employees.




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Appendix I: Supervisory Development Curriculum



                                                                                                                             Approx. Time
Training Objectives                     Competency 5            Behavioral Examples 6          Suggested Training Topics 7   Allocation 8
Given the activities of a first level                           • Monitor programs to          • Problem Solving Model       2-4 hours
supervisor, the supervisor will be      Problem Solving            identify problems.          • Decision Making
able to clearly state the problem                               • Analyze potential               Fundamentals
or issue, identify and involve          Decisiveness               organizational problems     • Consensus Building
stakeholders in the decision-                                      for changing situations.       Techniques
making process, identify                Technical Credibility   • Take corrective action
alternatives and evaluate them                                     when problems arise.
against criteria, select and                                    • Involve relevant people in
implement the best                                                 decision-making.
alternative(s), and evaluate the                                • Ask questions to clarify
results.                                                           issues.
                                                                • Obtain relevant
                                                                   information before
                                                                   making a decision.
                                                                • Analyze diverse
                                                                   viewpoints to make
                                                                   planning decisions and
                                                                   solve work problems.
                                                                • Assess the various
                                                                   aspects of a problem.
                                                                • Recommend solutions to
                                                                   critical or sensitive
                                                                   problems.
                                                                • Encourage staff to make
                                                                   innovative approaches to
                                                                   problem solving.




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