Activity 2: Prepare individual performance improvement plans

Activity context

Management wants you to ensure that the team members reach full potential while working towards team goals. They want you to prepare individual performance improvement plans for the team members to address the areas of improvement for the team members. The purpose of the individual performance improvement plans is to: 

• Address the areas of improvement based on the outcomes of performance assessment conducted (Refer to the “Current scenario” section in the case study)

• Monitor that the individuals are working towards the team goals and the areas of improvement

• Include formal and informal learning opportunities to support team members in meeting expected performance outcomes

• Mitigate any unforeseen risks at an early stage, and address any performance issues 

Description of the activity

This activity is a continuation of activity 1. This activity requires you to arrange a meeting with each of  the following team members: 

• Yuki 

• Fernando 

The purpose of the meetings is to address the areas of improvement and prepare individual performance improvement plans for the team members. 

The individual performance improvement plans must be prepared using the template provided. (Refer to Appendix D). 

When preparing the individual performance improvement plans, you must ensure that they have the ability to: 

• Address the areas of improvement based on the outcomes of performance assessment conducted (Refer to the “Current scenario” section in the case study)

• Monitor that the individuals are working towards the team goals and the areas of improvement

• Include formal and informal learning opportunities to support team members in meeting expected performance outcomes

• Mitigate any unforeseen risks at an early stage, and address any performance issues 

Before preparing the individual performance improvement plan for each team member, you are required to identify the issues, concerns, and problems to be resolved considering the following: 

• Areas of improvement 

• Team performance plan prepared in Activity 1  

Before the meeting, you are required to develop a meeting agenda and send an e-mail to the team member to invite them to the meeting. 

The meeting agenda must be prepared, considering the objectives of the meeting and using the template provided. The meeting agenda must discuss the purpose of the meeting and provide details regarding the place, date and time of the meeting. 

After preparing the meeting agenda, you are then required to send an e-mail to the staff members to invite them to the meeting. 

Guidelines for writing the e-mail: 

• Ensure the text written in the e-mail is grammatically correct and free of errors. 

• Use business style writing. 

• The text must provide a summary of the attachment. 

• Attach meeting agenda to the e-mail.

After e-mailing the meeting agenda to the participants of the meeting, you are then required to conduct a meeting with them. 

When conducting the meeting, you must demonstrate effective and communication skills at all times: 

• Use formal communication style, encouraging and respectful tone 

• Ask questions to clarify and confirm understanding 

• Listen actively

• Understand the information needs of others 

• Adapt communication to suit the audience

• Answer questions clearly and concisely

• Use non-verbal communication skills that encourage discussion and feedback: nodding, smiling, eye contact 

During the meeting, you must: 

• Welcome the participants 

• Provide an introduction to the meeting’s purpose 

• Provide an opportunity for discussion. 

o Listen and comprehend information from a variety of spoken exchanges with the participants of the meeting 

o Provide an opportunity for the audience to ask questions 

o Respond to questions. 

o Acknowledge and respond to differences in opinions.

o Prepare the individual performance improvement plan (Appendix D) in consultation with the team member: 

 Discuss the outcomes of the performance assessment conducted. 

 Discuss the expected outcomes (As per the strategic objectives)

 Discuss the areas that the team members would like to improve. (Improvement goals)

 Discuss the activities ( formal and informal learning opportunities) that will aid to achieve the improvement goals. 

 Discuss the resources to complete the activities. 

 Provide an evaluation schedule to monitor the progress of improvement activities.

 Set KPIs (Expected progress) to track the improvements. 

During the meeting, the team members will: 

• Discuss their areas of improvement 

• Confirm and clarify the activities (formal and informal learning opportunities) that will aid to achieve the improvement goals.

• Provide their point of view on the expected KPIs. 

Close the meeting: 

• Summarise the agreed outcomes 

• Complete the individual performance improvement plans 

After the meeting, you must provide summary outcomes of the meeting using the meeting minutes template provided. 

After preparing the meeting minutes, send an e-mail to the attendees of the meeting. 

Guidelines for writing the e-mail: 

• Ensure the text written in the e-mail is grammatically correct and free of errors. 

• Use business style writing. 

• The text must provide a summary of the attachment. 

• Attach meeting minutes to the e-mail. 

Required evidence to be submitted: 

• Meeting agenda and meeting minutes 

• Individual performance improvement plans