Coaching and Performance Improvement Analysis - Essay Example

Coaching and Performance Improvement Analysis Introduction Training and coaching has traditionally been one of the most overlooked and underappreciated aspects of the Human Resources function in working organizations. The problem is that it is generally regarded as an expense and takes time for the employees to transform what they have learned into productive efforts. Yet it cannot be argued that a good and effective training and development program can inspire employees towards productivity under the able guidance of management that improves not only their personal skills and attributes but also results in the development and enhanced productivity of the organization as a whole. In this paper I am going to talk about the coaching and performance improvement I have undertaken with the Production Supervisor of our organization. He had been hired three months ago after our previous supervisor left very abruptly for a competing organization with just a month’s notice. However since he had served for five years with the organization he was allowed to leave without too much fuss. Since he had left in the middle of the year the Human Resources Department did not have much time or choice but to hire a candidate with experience from a related but different industry. It was thought that owing to the candidate’s experience, he would soon pick up the skills and knowledge about the production function but sadly he has not been able to come up to the mark after even three months on the job. Productivity is suffering and as the Training and Development Manager I had been asked to step in and give the supervisor the required coaching so as to improve his understanding of the skills needed in the textile business (he has come in from the engineering sector and had been overseeing the production of motorcycle parts) as the situation is a little different here. Although he does have the required level of interest and understanding, he is a little apprehensive about taking charge of the workers who are aware of his inexperience in the textile sector and sometimes exploit this situation to their advantage. To cover his lack of skills he has developed an authoritative attitude which does not settle well with the older and more experienced staff. Analysis of the Root Causes of His Production Deficiency After a close observation and personality analysis of the Production Supervisor I have come to the conclusion that he just needs a little coaching to come up to the expectations of management regarding the task assigned to him. Although it seems that he is in the wrong industry, I am confident from what I have observed about him that he can soon come up to the requirements of the job even though the industry he represented in the past is far removed from this present one. The basic requirements of managing the production process are to schedule the production process in terms of orders placed and deliveries to be made or shipments to be effected as per schedule already known in advance. Although his lack of skills and knowledge is evident for the time being in this industry, the real issue is that he is trying to compensate by being authoritative and a perfectionist, afraid of taking a wrong step and not knowing fully about the alternatives available to him. He is frustrated because his efforts to take charge are not being appreciated by the older and more experienced employees under his control, as they were used to managing the function with a minimum of interference. However in his zest to contribute, he likes to be seen as doing something most of the time. There is no lack of motivation, but one can see that his methods to take charge are not working with some staff. I could have intervened directly with the staff on his behalf, but would rather he do it himself. I believe the Production Supervisor has a good idea of the current situation but is stuck because of his inexperience in the textile industry. His people management skills also need to be improved (Brocato, 2003). Plan for Improving His Performance Based upon my observations and feedback from production department employees, I have determined that the root cause of the problem is the inexperience and inflexible attitude of the Production Supervisor. Most of the older experienced staff would be content with being given just a production and delivery schedule to follow. I am sure that the Production Supervisor would presently rate as a Dominant on the DiSC Personality Test, which means he is overly concerned with his ego or self worth, relates it to job performance and wants to be seen as an eager and conscientious worker. On the other hand, looking at the situation he is in, I am sure it would do him good to improve his relationship with the workers. I am sure that coaching him in the area of personality development over a number of sessions would be well worth the time and effort invested, as I believe he has the attributes and responsibility to develop into a good manager. Other than taking a part of his time, no other resources would be required. I have already been given permission by senior management to address this issue as soon as possible (Anonymous, 2012). It is clear that we cannot live with the problem and there is a need to repair or surmount it. Out-placing or terminating the employee is not an option- management still believes the position can be corrected and the situation rectified. The employees too are willing to give him a chance as per my discussion with them and feedback received. Although production efficiency has suffered somewhat, the workers have handled the situation admirably and have displayed considerable maturity and reserve in deciding not to revolt but to address their complaint to senior management. This is how I was informed about the situation and asked to assist in correcting it (Anonymous, 2006). . Specific Actions I Would Take 1. The first step I would take is to ask the production supervisor to let the workers in the Production Department handle most of the production function themselves. I would emphasize that some of them are sufficiently experienced and skilled enough to do this with a minimum of interference. However they would be sure to ask his opinion or advice if they needed his input or approval on some aspect of the production and delivery process (Anonymous, 2004). 2. I would reiterate that he should not look at this as a loss of respect or authority but take it in stride as part of the learning and development process. I would explain that senior management was aware of the situation and that I would be training him in the areas of deficiency and also be bringing his communication, feedback and listening skills up to the mark. Although he might have been used to an authoritative style of management in his previous job and got away with it, here the situation is a little different and it would do him a world of good to give the senior and experienced employees some degree of leeway in approaching their tasks and work schedules. We believe in valuing and respecting the opinions and feelings of our employees and would not want them to be insulted or ignored. Most of our employees are steadfast, able and loyal and always keep in mind the interests of the organization. They just need to be guided from time to time, or prodded a bit if production has slowed down. 3. I have also earmarked a number of books at the internal library at our workplace relating to the history of textiles and weaving, spinning and the other parts of the production process. In addition to this, I have also obtained one or two videos that show the whole process from picking cotton in the fields to converting it to thread and then spinning and weaving it into yarn and cloth of different counts and descriptions. 4. On the commercial and financial side, the entire procedure of making a sale or purchase contract, arranging a letter of credit, production scheduling, packing and delivery and shipment to the importer has been covered in detail. Terms of delivery and remedies available in case of damaged or lost merchandise has also been covered. The need to maintain proper inventories of different counts of yarn and cloth to be used in case of emergency or market shortages is also emphasized (Watson, 1990). I am sure that with this combination of training and development addressing both the knowledge and personality deficiencies of the Production Supervisor, he can stop feeling overly concerned about the situation and learn to handle people better and also fit in with the culture and working traditions of our organization. References Anonymous (2012). "The Ubiquitous DiSC" offered by Net Jobs On-Line Recruitment. Accessed 25 April 2012, at http://www.quibblo.com/quiz/aw8npyx/DISC-Personality-Style Anonymous (2004). ‘Outsourced Learning Makes its Mark’. Development and Learning in Organizations; 2004; 18, 4; ABI/INFORM Global, pg. 28 Anonymous (July 2006). For Success With Corporate Coaching, Begin With Assessment, HR Focus; Volume 83, Issue 7; ABI/INFORM Global, pg. 8 Brocato, R.  (2003). Coaching for improvement: An essential role for team leaders and managers.  The Journal for Quality and Participation, Volume 26 Issue (1), pp 17-22. Watson. A.(1990). Finance of International Trade and Foreign Exchange. Bankers Books. Read More