Reporting and Reviewing Team Activities

Welcome to your next topic of Reporting and Reviewing Team Activities.

In this topic, we look at evaluating team performance through reporting and reviewing team activities.

Reporting and reviewing might sound a lot like paperwork, but without them, the team can get carried away with swinging hammers and pouring concrete aimlessly. In construction, reporting and reviewing are like the project's guiding star, providing a clear roadmap to success.

They ensure everyone's on the same page, help catch potential issues early, and ultimately lead to smoother teamwork and high-quality outcomes. These processes also provide direction and opportunity for team members to reflect on their performance and identify any areas for project improvement needed.

Reporting your team's work progress to stakeholders is a significant part of your supervisory role.  

It is important to inform stakeholders of your work progress so they can be involved and be informed about the tasks you are carrying out or need to be conducted. These stakeholders will vary depending on the project.

The more stakeholders are aware of your tasks, the more they can ensure that they are giving you the required performance. This will also help them make sure that you are following deadlines and completing the assigned tasks.  

Some example progress questions for your team could look like this: 

• What is the current status of the project?
• Can you provide a brief overview of where we stand? 
• Have any unexpected challenges or obstacles arisen since our last discussion? 
• Are you on track to meet the project's timeline and deadlines? 
• What milestones or tasks have been completed since the last update? 

To properly communicate your progress to these stakeholders, you can set up a meeting with both internal and external stakeholders to inform everyone of possible changes, delays, and successes.  

Information Relaying 

To convey project information clearly and avoid misunderstandings, consider organising a meeting or using written forms like emails. Meetings can also be utilised to communicate product performance to suppliers.

When carrying out these meetings effectively, remember to make sure to:

• Set an agenda
• Stay on topic 
• Document the meeting.

Flake, Autodesk - Construction Blog 2023

In the dynamic world of construction, the feedback loop is the compass steering us toward excellence. It begins with actively seeking feedback, progresses through the art of asking the right questions, and culminates in a thoughtful analysis. This loop is not complete without the crucial step of self-reflection, where we absorb insights and iterate for continual improvement.

Let's unpack each step:

Getting Feedback

In our construction journey, it's not just about us telling the team how things are going; we need to hear from them, too. So, why is this feedback thing so important?

• What's Feedback Anyway?

  • It's like getting the lowdown on how we're doing, understanding our strengths and where we can tweak things a bit.
  • Think of it as a compass showing if we're heading in the right direction.

• Why Does It Matter?

  • Stops us from stepping on those construction landmines (mistakes).
  • Gives us a nudge to do better – a bit like having our own cheerleading squad.
  • Acts as our GPS, keeping us on the right route.
  • Boosts our performance game.
  • Helps us size up how we're doing on the construction stage.

Places to Grab Feedback:

To make sure we're getting the full picture, let's not stick to just one feedback channel:

• Heart-to-Heart Chats: Arrange one-on-one sit-downs for some real talk.
• Crew Pow-Wows: Round up the gang for group discussions and shared wisdom.
• Surveys: Create sneaky surveys (anonymous, of course) for that extra honest scoop. Use apps such as Google Surveys or Survey Monkey for easy-to-set-up digital surveys.
• Casual Catch-Ups: Keep it easy-breezy with random chats, making space for open talks.
• Pen-and-Paper Vibes: Drop a suggestion box or throw in some feedback forms – let the pens spill the beans.

By mixing up these feedback flavours, we're not just talking to our team; we're having a proper conversation. And that's how we keep our construction symphony playing in perfect harmony.

Asking for Feedback

Seeking feedback is a valuable process for personal and professional growth. To ensure you gather meaningful insights from project stakeholders, follow these steps:

• Clearly state your intention to receive honest feedback.

  • Explain why their input is valuable and how it contributes to your growth.
  • Encourage open communication and honesty.
  • Schedule a meeting with stakeholders to discuss feedback.
  • Ask a mix of open-ended, rating-based, and clarifying questions.

• Listen actively and take notes during the feedback session.

  • Acknowledge both positive and negative feedback.
  • Document comments to reflect on and internalise the insights.
  • Use feedback to identify areas of success and improvement.

Analyse Feedback 

Getting feedback is like catching the wind – it guides us in the right direction. Here's how to make the most of it:

1. Unpack the Comments: Take a good look at what folks are saying about your work.
2. Connect the Dots: Figure out how these comments fit into the big picture of your project.
3. Dial a Friend: If something's not clear, shoot a message to the feedback giver. Clarity is key!
4. Follow-Up Check: Let them know you're on the same page by circling back after the chat.
5. Go Deeper, Get Better: If the feedback is a bit brief, ask for more details or examples. Specifics help!
6. Speak Your Mind: If you've got a different take, share it. A healthy discussion breeds understanding.

So, it's not just about hearing the words – it's about understanding, evolving, and keeping our construction journey smooth. Let's make feedback our construction compass!

Self-Reflection

Reflection is like holding a mirror to your thoughts, actions, and dreams. It's a chance to dissect experiences, understand why they unfolded, and foresee if they might encore. It's not just about the 'what' but the 'why' and 'how' of every moment.

Whether you're zooming out to ponder the grand trajectory of your life or zooming in on a specific event, self-reflection gives you the steering wheel. It prevents life from becoming a haphazard ride and offers the clarity needed to course-correct. Without it, we might find ourselves on autopilot, stuck in situations that don't serve us well.

Here are a few self-reflection questions to get you going:

• What did I learn from this experience?  
• What could I have done differently? 
• How can I change this going forward? 

So, let's not just glide through life—let's pause, reflect, and set sail with purpose, ensuring each step aligns with our desires and aspirations. After all, a ship without a captain risks drifting to unknown shores.

Before you can fix poor performance, you have to understand its cause. 

Incorrect diagnoses can lead to lots of problems later on. If you believe a team member is not making enough of an effort, you would have likely put increased pressure on them to perform the task.  

But if the real issue is with ability, then increased pressure may only make the problem worse. 

Low ability may be associated with the following: 

• Overly difficult tasks 
• Low individual aptitude, skill, and knowledge 
• Evidence of strong effort despite poor performance 
• Lack of improvement over time. 

People with low ability may have been poorly matched with jobs in the first place. They may have been employed in a position that is too demanding for them or the project required. Or maybe they no longer have the support network that previously helped them to perform well. 

Supporting Your Team 

Supporting colleagues facing challenges involves creating a workplace where everyone feels connected and supported. For those who may be struggling, it's important to foster an environment where they don't feel isolated or without assistance. Always encourage a supportive work atmosphere, reminding coworkers that they have a network of support. To aid those facing difficulties, follow these steps:

• Be empathetic. The main goal of supporting staff is to lift their spirits and make them feel better about themselves. This helps them realise that the situation they are in is not going to last forever. 
• Seek first to understand, then to be understood. Find out why they are having difficulties with performing their tasks. Get them to share their insights on the tasks they are assigned. This helps you figure out the best way to manage their performance issues. 
• Show respect for their opinions, values, and needs. This approach helps them know that they matter despite their performance. It also helps them feel safe when expressing their thoughts. 
• Know when to allow them to help themselves. While helping and supporting poor performers is a good thing, it is also important to know when you should allow them to help themselves. This helps them improve on their work tasks and reminds them that they are capable of achieving their goals. 

Performance problems 

Your company policies and procedures might already set out ways of overcoming performance problems, but there have been many studies carried out on this topic and outlined below are five ways to help overcome performance problems associated with a lack of ability.  

Be sure to address each of these interventions if you can in one-on-one performance interviews. 

Consider using them in this sequence of steps, which starts with the least intrusive method. 

Let's apply the knowledge you have learnt from this subtopic and write it down in the next activity.

That's the end of module seven. Let's hear a summary of what we've covered so far.

Click 'Video Transcript' or the plus icon (+) to expand and reveal the transcript for the previous video.