BASIC COMPETENCIES

When employees are involved in making decisions, they gain a professional and personal

stake in the organization and its overall success. This commitment leads to increased

productivity as employees are actively participating in various aspects of the company

and wish to see their efforts succeed overall.

Obtain and convey workplace information

Effective Communication

Communication is the process of exchanging information and ideas. There are many

means of communication. To be an effective and valuable member of your workplace it is

important that you become skilled in all of the different methods of communication that

are appropriate.

The Communication Process for communication to occur it must pass from a sender to a

receiver. This must occur irrespective of the form of communication. For communication

to be effective it must be understood by the receiver and be able to be responded to.

This means that total communication involves speaking, reading, listening, and reasoning

skills. As communications pass from the source to the receiver there is plenty of

opportunity for its original meaning to change or alter.

Complete relevant work related documents

Work instructions can have a major impact on the effectiveness and

productivity of a workplace. If instructions are difficult to follow,

workers will make errors in implementing the steps.

A good work instruction is a detailed sequence of steps that workers

need to follow each time they perform a task. The purpose of a work

instruction is to organize steps in a logical and systematic way so that

workers can easily follow it independently. This means a consistent

format for your work instructions is important. Workers can read the

information faster and absorb it more quickly if it follows a consistent

font and format. It also makes the development of further work

instructions far simpler as you have a template to follow.

Participate in workplace meeting and discussion

Meeting productivity often becomes the sole responsibility of the

meeting organizer. However, attendees also have a role to play. Each

attendee must contribute toward achieving the meeting outcome.

We fail to ask ourselves if we have been a good attendee.

Be on Time and Approach Meetings with the Right Mindset

The first step to effective meeting participation is to be on time for

the meeting. If you’re on time, you’re late, so get to the meeting five

minutes early. This gives you time to greet the attendees, get

required materials in order and get in the right frame of mind for the

meeting. Attendees walking in late is distracting and derails the

discussion.

Listen and Pay Attention

Participating in team meetings does not necessarily involve speaking

or offering your opinion. It may just involve avoiding distracting

behavior while listening to the speaker. Focused listening can

influence the quality of speaking. The speaker becomes authentic and

expresses exactly what they are feeling. Don’t jump into the

conversation, wait for the speaker to finish. You can use a talking

stick to slow down the conversation and improve listening. Give the

speaker the benefit of the doubt. Don’t assess and judge, just listen.

Don’t Ramble, Stay on Track

Express your thoughts in clear terms. Allow other attendees to ask

questions if they do not understand. Be brief, add only as much detail

as to provide clarity. Break your speech into points and elaborate on

these points. Speak only what is relevant to the issue being discussed.

If you are someone who doesn’t speak much during meetings, start

by summarizing the conversation and build from there. Don’t keep

ideas and insights to yourself, express them and add to the team’s

success.

Be Courteous and Civil

Participate in the meeting with an attitude of respect and civility.

Everyone may not agree with your opinion or point of view. It is best

to not express disagreement during meetings. However if you must

disagree then do it in a civil manner. First, try and find value in the

other person’s argument and then explain your point of view. Look

for ways to reach a consensus.

Support the Meeting Leader

Ask the person leading the meeting if there is anything that you can

help him or her with. You can ensure that the room is set up for the

meeting that refreshments are arranged and you can assist in

welcoming the guest. During the meeting, you can distribute

handouts and write effective meeting notes. This will serve as

encouragement to the leader and you will also contribute towards

having an effective meeting.

Make Other Attendees Comfortable

It’s natural to look out only for yourself, but see how you can enhance the

meeting experience for other attendees. Before the meeting starts, connect with

people and enquire about their projects.

During the meeting:

See if anyone wants to join the conversation and invite them to share their

thoughts.

If there has been an interruption, ask the speaker to finish speaking.

If you think that the conversation skipped over what was asked, then ask the

person to repeat their point or question.

Check with people to see if they have anything more to add to the conversation.

If you feel that the discussion will be important to those who are not present,

make a note and share it with them.

At the end of the meeting, thank those who contributed to the meeting.

Clarify Outcomes

At the start of the meeting, be clear about what the meeting hopes to

achieve. Make sure that all discussions during the meeting are productive.

Pay attention to each discussion and observe when it goes off track and

rein the conversation back in. Keep looking for ways to make the meeting

more productive and collaborative.

Commit to Work

Don’t wait to be asked, take on work readily. Ensure that you clarify what

needs to be done and by when. Commit to the work and deliver. This will

add to the team’s success and to the meeting productivity.

Participate in Meetings and Make Them Productive

It is easy to complain about unproductive meetings, lost time and

unfinished projects. Take a fresh look at how you can participate in a

meeting and add value. Work towards building a collaborative team, where

each member looks out for the other. Walk into every meeting with the

aim of making it better.

Work in a team environment

A team environment is one in which brainstorming, collaboration and joint

projects are the norms. This type of dynamic can be beneficial and

rewarding if everyone communicates well and pulls their weight. Working

effectively in a team environment requires tact, patience, and a willingness

to work in concert with your colleagues.

Get Into the Right Mindset

When you work independently, you typically set your schedule, tackle

projects in a manner that suits your preferences, and are solely responsible

for outcomes. In a team environment, ideas are shared, workloads divided,

and group consensus is required to act effectively when determining

project scope and direction. Understanding and committing to this group

dynamic puts you in the right frame of mind for a teamwork environment.

Agree to Agree

Teams are expected to produce results, so team members must all be on

the same page when it comes to common goals and objectives. Effective

approaches involve an identified project, an agreed-upon agenda of work,

and a division of labor. It is often helpful to designate one member of the

team as the group leader to facilitate organization and provide direction.

Be Respectful of Each Other

You’re never going to agree with everyone in a team environment.

However, it’s important to be respectful of others' opinions and to

recognize that in a group, there is not one single right way to approach a

project. Raise legitimate questions or concerns, but don’t belittle

colleagues or call them out for what you consider to be bad ideas. It's

majority rule in most team environments, so chances are if an idea is off

base, others in the group will speak up as well.

Don’t Be a Slacker

Even when specific roles and responsibilities are assigned to team

members, there’s going to be some overlap. Someone will work a little

more and someone will work a little less than the others. While you

shouldn’t jump in to pick up every dropped ball on a project, make an

effort to contribute at 100 percent, meet deadlines, and be willing to lend a

hand to advance the team’s initiatives when needed.

Don’t Gossip About Others

Gossiping about team members only leads to a sense of distrust, which can

potentially derail the good work you’re trying to accomplish. If you have a

problem with a team member, discuss it privately or involve your team

leader. Don’t segregate into smaller groups within the team. This action

only fragments efforts and creates an uncomfortable and unproductive

working environment.

Recognize the Contributions of Others

There’s no “I” in team, but that doesn’t mean members don’t like to

be singled out for their positive efforts and contributions.

Acknowledge the work of others and express your appreciation for

their creativity and insight. It infuses the team with enthusiasm and

creates a sense of camaraderie that is valuable as you work

collectively as a unit.

An environment of teamwork has the potential to produce

exceptional results, as well as provide dynamic and interesting work

experiences. Approach this type of opportunity with tact, diplomacy

and professionalism to ensure optimal results.

Practice career professionalism

Good job skills are important for you to succeed in your career field. In addition to

your job skills, it’s also important to know how to act like a professional when

you’re on the job. What does it mean to act professionally? Professionalism is a

collection of many traits and behaviors. With a little practice, you can learn what

it means to be a professional.

1. Show respect to others

Respect others is one of the best ways to show professionalism. Respect should be

extended to everyone—your superiors, your co-workers, and those who work

below you. You also need to show respect for the people you serve. If you are in a

medical career, you need to respect your patients. If you are in a role that serves

customers, you should show your customers your respect at all times, even if they

are being difficult or demanding.

2. Learn to communicate effectively

Most disagreements and arguments begin with a lack of communication. Good

communication takes a little practice, but can save you from misunderstandings. In

your career, you will probably work with a team of others.

3. Be proactive

Being proactive means anticipating needs before they arise. This is a great trait of

professionals. Rather than reacting to events and getting flustered, you can try to

anticipate what will happen and be prepared in advance. Some ways to be

proactive are to

arrive at work early to prepare for what’s coming that day

manage your time wisely so that you can complete your responsibilities on time

lend a hand to others when they need extra help

suggestion solutions to problems to help make things better for everyone.

4. Dress for success

Dressing appropriately for your job is important to how you are perceived. You

don’t have to spend a fortune on your wardrobe to dress professionally. Choose

clothing that flatters you. Choose clothing that is the right level of dressiness for

your career. And remember, thrift stores and consignment shops can help you fill

out your wardrobe without breaking the bank.

5. Don’t complain

All jobs have their pros and cons. Do your best to limit or eliminate your

complaining. No one wants to work with someone who complains all the time.

Instead of complaining, try to be a problem-solver who comes up with solutions for

the matters that are frustrating.

6. Practice your basic manners

A simple “please,” “thank you,” and “excuse me” can go a long way to showing that

you are a professional. Politeness is a great antidote to rudeness and can set a good

tone for everyone around you. Taking the time to think of others—whether it is

holding a door or offering a hand—can earn you a good deal of respect.

7. Keep learning

Most career fields are continuously evolving. There is always more to learn about

your field as new advances are made. Staying up-to-date shows that you are

someone who takes initiative. If you are knowledgeable about your field, you can

become a valued go-to person whom others trust.

8. Look up from your phone

People get so absorbed in their mobile devices that they forget to interact with

those in front of them. Show you are a professional by resisting the temptation.

Check your texts and email only a few times a day. Stay present in what you are

doing at the moment. And give your full attention to the people around you.

Set and meet work priorities

Managing your personal work priorities is at the core of being effective in

the workplace. Below we provide a few easy to implement ideas to assist

you in your endeavor to master the art of time management.

Tips to manage work priorities

Step back and look at the bigger picture.

Establish your priorities.

Allocate your time to the tasks that matter.

Plan your weeks and daily task lists.

Manage your emails.

Minimise distractions and interruptions.

Don’t procrastinate.

Keep your work space clean and organised.

Step back and look at the bigger picture.

Good managers are required to step out of detail and look at the

bigger picture. Sometimes it helps to go back to the basics and read

your position description have a look at the organisation chart to

remind yourself exactly what you were hired to do, and as a result,

what your priorities should be.

2. Establish your priorities.

Categorize your tasks by Importance and Urgency. This will enable

you to decide which matters regard your direct attention, which

matters you should delegate, which tasks you could postpone and

which tasks you can dump. Importance is the first factor of

establishing priorities. Urgency is second.

3. Allocate your time to the tasks that matter.

The Pareto Principle, or the 80/20 rules, suggests that 20% of your efforts

produce 80% of your results. Before you begin a task ask yourself the

question, “What will the outcome be?”. Then you can try and avoid the

time wasters. Record a time log for 3 days and monitor exactly what you’re

spending your time on. What time was spent on important or urgent tasks?

How can you rearrange your time and tasks to better fit the 80/20 rule?

4. Plan your weeks and daily task lists.

Effective time management starts with good planning, so plan your weeks

and days, not at the beginning of the day, allocate time on Friday afternoon

to plan the week ahead. Daily tasks should be planned the evening prior to

avoid distractions which often occur first thing in the morning. Create to do

lists, whether paper based or electronic. There are also some great

applications for smart phones and tablets to manage your tasks, some are

outlined here in our article 6 More Apps to Help You Study and Be More

Productive.

5. Manage your emails.

Effective management of emails can have a big impact on freeing up your time.

Turn off pop-up notification emails; allocate specific times during the day to check

and respond to emails; set-up automatic rules to file unimportant emails.

6. Minimize distractions and interruptions.

Avoid unnecessary meetings and set boundaries for staff so you’re not being

continually interrupted. Learn how to say no (where appropriate).

7. Don’t procrastinate.

For your most important tasks, allocate these to be done first thing in the

morning, and complete them prior to checking email to avoid distractions. Inform

your staff that you have a busy morning and would prefer no interruptions unless

necessary.

8. Keep your work space clean and organised.

If your files and desk are well organised, it’s going to be much quicker to find what

you need and will save you time in the long run. Allocate 1/2 an hour each week

to do a quick tidy-up and some filing to maintain your clean workspace.

Maintain professional growth and development

Professional growth is all about gaining new skills and experience. That

means your development is either related to your current role or the role

you want to do next.

Personal development fits alongside professional growth — so if you want

to progress in your career, you’ll need to develop personally first. That’s

the only way you’ll be able to handle your fears, take on more

responsibility, and succeed with greater challenges.

Why is professional development important?

Professional development isn’t only about climbing the greasy pole or

earning more money. It’s also about avoiding stagnation in your career and

future-proofing yourself.

When you expand your skills beyond your current role you’re preparing

yourself for more and that makes you more valuable to employers.

What are some examples of professional

development opportunities?

An opportunity either enhances your brand or takes your career

where you want to go. Opportunities include:

Managing bigger budgets, more people or larger projects

Attending professional training or gaining sought-after qualifications

Volunteering as a buddy or taking on corporate charity work

Taking on a role to gain specific experience, knowledge or skills

Raising your profile by public speaking or leading a sales presentation

5 ways to manage your personal and

professional development

Set a clear goal about what you want to achieve

Once you have a clear goal, you’ll find it easier to manage your personal

and professional development. You’ll be able to choose the training that

stretches you personally and gives you the experience you need to grow

professionally.

Be intentional and plan your development

One of the best ways to develop yourself and your career is to ensure you

keep learning. Work out a training plan for each year and aim to complete

at least one piece of significant training each quarter.

If your employer only pays for training that gives them a return on their

investment, you may need to pay for it yourself.

Look for and take the right opportunities

Training isn’t all about the learning. You also need to find opportunities to

use your new knowledge and skills. But not all opportunities will be right

for you and may not fit your personal brand, so choose carefully.

Discuss your career plans with your manager

When it comes to personal and professional development, it helps if your

manager is on board with your career plans. Since your manager will be

signing off on your training, select the right one to take on new projects

when those chances appear.

Set goals and measure your progress

The best way to manage your development is to ensure you go through a

regular process of planning, taking action and reviewing your progress.

You’ll be clear about how you could improve your performance while

seeing beyond day-to-day frustration.

Practice occupational health and safety

1. Hazard and Risk Control

A hazard is any source of potential damage, harm or adverse health effects on something

or someone.

Risk is the chance or probability that a person will be harmed or experience an adverse

health effect if exposed to a hazard. It may also apply to situations with property or

equipment loss, or harmful effects on the environment.

2. Environments for Safety Regulations

A common factor in whether regulation is used is the seriousness of the outcome being

addressed in terms of human health. For this reason regulation is more common in

transportation and the workplace, where the potential for fatal injury is perceived to be

relatively great, and less common in the home and in sports environments, where the

potential for fatal injury is perceived to be less. Regulations are often introduced in

situations where the actions of one person can injure other persons who do not have the

ability or opportunity to decide whether to accept the risks associated with those actions.

The most common examples relate to regulations protecting the safety of children and of

workers.

Using the Think Safe steps

1. Spot the hazard

A hazard is anything that could hurt you or someone else.

Examples of workplace hazards include:

frayed electrical cords (could result in electrical shock)

boxes stacked precariously (they could fall on someone)

noisy machinery (could result in damage to your hearing)

2. Assess the risk

Assessing the risk means working out how likely it is that a hazard will harm

someone and how serious the harm could be.

For example:

ask your supervisor for instructions and training before using equipment

ask for help moving or lifting heavy objects

tell your supervisor if you think a work practice could be dangerous

3. Make the changes

It is your employer's responsibility to fix hazards. Sometimes you may

be able to fix simple hazards yourself, as long as you don't put

yourself or others at risk. For example, you can pick up things from

the floor and put them away to eliminate a trip hazard.

The best way to fix a hazard is to get rid of it altogether. This is not

always possible, but your employer should try to make hazards less

dangerous by looking at the following options (in order from most

effective to least effective):

Elimination - Sometimes hazards - equipment, substances or work

practices - can be avoided entirely. (e.g. Clean high windows from the

ground with an extendable pole cleaner, rather than by climbing a

ladder and risking a fall.)

Substitution - Sometimes a less hazardous thing, substance or work

practice can be used. (e.g. Use a non-toxic glue instead of a toxic

glue.)

Isolation - Separate the hazard from people, by marking the

hazardous area, fitting screens or putting up safety barriers. (e.g.

Welding screens can be used to isolate welding operations from other

workers. Barriers and/or boundary lines can be used to separate

areas where forklifts operate near pedestrians in the workplace.)

Safeguards - Safeguards can be added by modifying tools or equipment, or

fitting guards to machinery. These must never be removed or disabled by

workers using the equipment.

Instructing workers in the safest way to do something - This means

developing and enforcing safe work procedures. Students on work

experience must be given information and instruction and must follow

agreed procedures to ensure their safety.

Using personal protective equipment and clothing (PPE) - If risks remain

after the options have been tried, it may be necessary to use equipment

such as safety glasses, gloves, helmets and ear muffs. PPE can protect you

from hazards associated with jobs such as handling chemicals or working in

a noisy environment.

Maintain occupational health and safety

awareness

As an employee, we know that when you’re healthy, you’re happier and more productive.

While some jobs, like construction, have obvious safety hazards, it isn’t wise to assume

that if you clock time at a desk job you have nothing to worry about.

Here are some tips on staying healthy and injury-free in the workplace:

Correct Your Posture. If you work from a desk, like many employees do, it’s important to

sit with a correct posture to avoid dealing with future back pain. Keeping your shoulders

in line with your hips, adjusting the height of your chair so your knees are level with your

hips and positioning your wrists and hands so they sit at elbow level when you’re typing

are all ways you can ensure correct desk posture.

Be Aware of Your Surroundings. This tip requires knowing the particular hazards of your

job. Assuming you know the risks involved, keep clear of potentially hazardous areas and

situations. Always be alert and cautious when working machinery.

Take Regular Breaks. Many work-related injuries take place when a worker is tired or

burned out. Take regular breaks and go for a quick walk to help you stay fresh on the job.

Tackling your most difficult, time-consuming tasks first thing in the morning when

concentration is high can also help.

Report Unsafe Conditions. It’s always a good idea to inform your

supervisor about any workplace safety hazards or risks. Your employer is

legally obligated to ensure their employees have a safe working

environment and should take care of any unsafe conditions.

Wear the Correct Safety Equipment. If you perform tasks at work that

require safety equipment, be sure to wear what’s required to avoid injury.

Depending on the job, equipment like earplugs, hard hats, gloves or safety

goggles can greatly reduce the risk of workplace accidents.

Reduce Workplace Stress. Some amount of stress on the job is common,

but be careful not to let it get out of hand. Too much work-related stress

can lead to an unhealthy environment. Consider taking your concerns

about your workplace stress to your supervisor to see how they might help

you address them.