Question

Hi, could you provide some examples for the instances below with an explanation so I can understand

TM3 has been employed as Documentation and logistics staff and has just finished school, looks lost in their new role, misplacesfiles, send s them and other documents to the wrong person. Has an inability to understand task assignment, is forgetful, misses key points on tool inspections and when working in the filed. They have failed to reach their KPIs, RPCs etc

Could you describe three (3) instances where you could provide informal feedback to them?

Instance 1

Instance 2

Instance 3

Answer 1

Assuming TM3 is a recent high school or under-graduate pass-out, there are several informal mechanisms to provide staff with feedback :

1. Daily coffee check-ins or team lunches - Over a cup of coffee or a lunch where the team sits together, the members of the team can discuss daily issues/challenges and often receive suggestions from other team members. If TM3 has a question, it is more than likely that someone or the other has already encountered a difficult situation and can offer anecdotes or solutions or encouragement. This will benefit the younger more inexperienced team members more, as even if they do not ask any questions they will hear of possible situations others discuss and encountered and will pick up tips and tricks, dos and don'ts along the way. An informal location such as a cafeteria can also make people more relaxed as they talk shop over a meal, and this can help build newcomers' confidence and help them lose any natural diffidence. It is also a way for them to see (and adopt) how the other more experienced members conduct themselves at work.

2. Buddy system for new comers - New joiners always have a tough time assimilating to the new culture in a new workplace. Assigning a buddy, possibly the last person to join the team before TM3, could be a way to enable him/her to have someone to approach and ask basic questions rather than have to go to the manager etc. which could be daunting for a new employee, especially a fresher. The last member who joined is likely to be more sympathetic to a new joiner's woes than someone who joined years ago and be able to provide accurate and required feedback whenever necessary. It is also a way to start off a friendship within the team for the newcomer.

3. Phone messaging groups - Forgetfulness could really be just an adjustment to the vast volume of new information that new comers have to contend with. If a whats app group is created for the team, he/she could always refer to the written instructions in the message logs as a way to check what needs to be done, how and where. Other team members could provide feedback on TM3's performance such as 'don't take X route to go to ABC office' or even recognition such as 'XYZ office admin appreciated that you were there 10 mins ahead of time when he needed the documents'.  

4. Shadowing or on-the job training is a good way for new joiners to see an entire activity done from start to finish at least once so it is cemented in their brain. Missing key points on tool inspections and in the field is probably a lack of training/understanding as to what the activities entail and being able to just follow a senior member even for a day can allow the junior to feel more confident and be more efficient in their roles. It will help loosen up the new joiner so he/she can be more comfortable and less hesitant in the execution of his/her duties, and any conversation during the day is a way to provide informal feedback on all aspects from dress, phone usage, deportment etc.