Professional Documents
Culture Documents
at Oxfam
Overview of your role in Managing People
Session Aims
Page 2
Leadership at All Levels
Page 4
How can you manage as a leader?
1. Know yourself
2. Know the organization
3. Build relationships
4. Create vision
5. Manage the day-to-day relationships and operations of
your team
Page 5
YOUR ROLE IN MANAGING PEOPLE AT
OXFAM
– How will YOU do it?
Plan,
Manage Resource and
change and Reward team
moving on effectively
To empower, hold
to account, develop
Promote well- and motivate
being, ensure individuals and Support new
health, safety teams to be the best starters
and security of themselves every
day in working
towards Oxfam’s
vision.
Support Manage
individual and individual
team and team
development performance
Page 6
Managing People
at Oxfam
Values and ways of working
Session Aims
Page 8
Oxfam’s Vision
Page 9
Oxfam’s Values
Accountability
• Purpose & results driven with clear line of accountability
• Hold ourselves and others equally accountable for own
actions
Empowerment
• Each person’s contribution matters
• Being supported to make an impact and mobilize change
Inclusiveness
• Embrace diversity and provide space for all to participate
• Believe in individual’s talent and expertise to make a
difference
Page 10
Oxfam’s Ways of Working
Delivery
Focus on results & do what we say we are going to do within agreed timeframe
Work collaboratively across team & organizational boundaries to focus on results
Take a simple approach to deliver effectively
Accountability
Understand our own limitations & seek feedback
Adapt our behaviour & approach to current context
Listen to others
Hold ourselves and others to account to meet agreed standards & rules
Trust
Recognise our differences & discuss them openly to build understanding
Discuss & agree acceptable/unacceptable behaviour between individuals & groups
Be open, respectful, self-aware & work effectively with people from different cultures
Page 11
Managing People
at Oxfam
Setting & Aligning Objectives
Session Aims
Page 13
What motivates people?
• Mastery
• Autonomy
• Clear purpose
Page 14
3 Types of Objective
• Initiate
• Develop
• Maintain
Page 15
Page 16
Aligning
Objectives
Page 17
Z Decision Making Model
Page 18
Activity – Priorities (Refine)
U Crisis Urgent
r (LI, HU) (HI, HU)
g
e
n
c Trivial Work to be done
y (LI, LU) (HI, LU)
Importance
Page 19
Page
Matrix Management – Definition
Matrix Management
An approach to managing organizations that
leverages the advantages of both product and
functional units by integrating these units into
a designed dual authority system whereby
employees within the matrix report to two or
more people.
20 Page 20
Matrix Management – Why?
Galbraith, J. & Kates, A., Designing Your Organization Galbraith, J., The Multi-Dimensional and Reconfigurable Davis, S. & Lawrence, P., Problems of Matrix Organizations,
(Chapter 4), Jossey-Bass, 2007. Organization, Organizational Dynamics, 2010. Harvard Business Review, May-June 1978.
21 Page 21
Matrix Management – Criteria for Success
The criteria for success for an effective matrix:
1 2 3
Dual management
Effective teamwork Joint and mutual
and evaluation
and collaboration accountability
processes
Clear roles
4
responsibilities and
decision rights
Ability to balance
5
power and negotiate
open conflict
Common
6
management
processes
Galbraith, J. & Kates, A., Designing Your Organization Galbraith, J., The Multi-Dimensional and Reconfigurable Davis, S. & Lawrence, P., Problems of Matrix Organizations,
(Chapter 4), Jossey-Bass, 2007. Organization, Organizational Dynamics, 2010. Harvard Business Review, May-June 1978.
22 Page 22
Managing People
at Oxfam
Developing Teams
Session aims
Page 24
A team is…
Page 26
Team basics
Common
Purpose
Why should we come
together as a team?
Collaborative Performance
Approach Mutual Accountability Goals
How do we work together Are we all committed What are the outcomes
to achieve our to work together to achieve
we will deliver as
purpose and goals? our purpose and goals?
a team?
Collective
Talents
Do we have the requisite
talents to achieve our
purpose and goals?
Page 27
Stages of group development
Page 28
5 qualities of a highly functioning
team
Page 29
Managing People
at Oxfam
Giving & Receiving Feedback
Page 31
Session aims
Page 32
Model for Effective Feedback
The process: How to apply:
Agree action plan Be ready to provide specific
examples.
34 Page 34
SMART Objectives
Specific
• Includes details essential to completion?
Measurable
• Clearly defines success, if appropriate using qualitative or
quantitatively.
Achievable
• Can be the employee be fully responsible for completion?
Relevant
• How does it support the attainment of Oxfam’s mission?
Timed
• When does it need to be completed?
35
Leading at Oxfam America 35 Page 35
Receiving Feedback
36 Page 36
Summary
Page 39
What is conflict?
Conflict is an actual or perceived
opposition of needs, values and
interests.
Page 40
Thomas - Kilmann: what’s your strategy?
Conflict Styles
Concern for Self
Compete Collaborate
Compromise
Avoid Accommodate
Page 43
Managing people
at Oxfam
Situational Leadership
Session aims
• Understand why it is important to use different
leadership style in different situations
• Know how to select the most appropriate
leadership style for the situation
• Be aware of your own leadership style
preferences, strengths and development areas
• Know the key skills required to use each
leadership style effectively
Page 45
Three Key Skills of Situational
Leadership
Page 46
Development Levels
Developed Developing
SUPPORTING
THE PERSON
48 Page 48
Key Behaviours To Direct Key Behaviours to Support
The Task the Person
• Setting goals and objectives • Listening to staff members’ problems
• Planning and allocating work (job/non-job related)
• Establishing priorities and • Showing interest in staff members’
deadlines feelings and ideas
• Clarifying roles and • Encouraging and praising staff in
responsibilities appreciative/affirming ways
• Making and communicating • Asking for suggestions or input
decisions • Communicating feelings about the
• Determining evaluation methods organisation’s values and goals
• Evaluating staff members’ work • Disclosing information about self
• Showing/telling staff how to do • Facilitating problem solving
specific tasks • Aiding team building
SUPPORTING GUIDING
SUPPORTING
THE PERSON
Development
Cycle
DELEGATING INSTRUCTING
50 Page 50
Leadership Styles
SUPPORTING GUIDING
SUPPORTING
THE PERSON
Regression
cycle
DELEGATING INSTRUCTING
Page 51
MANAGING PEOPLE
AT OXFAM
Conduct Issues
Session aims
• Re-familiarise yourself with Oxfam’s Code of
Conduct
• Understand how it reflects Oxfam Missions,
Belief, and Values
• Know the difference between conduct and
gross misconduct
• Have some ideas for ways in which you can
help others to understand the content and
behaviours expected
• Become aware of safeguarding channels and
processes
Page 53
Code of Conduct
As an Oxfam GB staff member, why do you need to know?
• Expected behaviour
• Reflects our purpose, mission, beliefs and values
• Applies to all Oxfam GB staff, regardless of location
• Designed for your guidance and protection
• Breach may result in disciplinary action (including dismissal
and criminal prosecution)
• Ensuring that staff members avoid using possible unequal
power relationships for their own benefit
• Beliefs on equality and diversity are also relevant to the way
we work
Page 54
Code of Conduct - Standards
Page 55
Scenario # 1
Q: You have come to learn that one of your Senior Coordinators in the
team has decided to hire his nephew as a Project Officer. This vacancy
has had 3 failed recruitments and the team is desperate to have the
extra help. You are not quite sure whether or not the candidate fits the
role.
• Ask the hiring manager for the interview assessment from all panel members
• Request for a second interview where you get to meet the candidate and give your
opinion should you have any doubt about the hiring decision
• Keep in mind that Oxfam recruits individuals based on their skills and competencies
to determine their suitability for the role
• If unsure of the policy, consult your HR focal point
Page 56
Scenario # 2
Q: You suspect that 2 staff members of your team have entered into an
intimate relationship. Although they did not come forward with the
information, there has been rumors in the office.
•Ask to speak with both staff members to understand the nature of their relationship
•Make clear that they have the obligation to declare their intimate relationship interest in
matters of official business which may impact on the work of Oxfam
•If the relationship does have an impact on the work of Oxfam, you will need to consider
how the work arrangements can be adjusted
Page 57
Scenario # 3
Q: As a Distribution Team Coordinator, you lead the distribution of
hygiene kits and supplies to communities affected by the flood in a
remote area in the Philippines. A leader from one of the remote villages
would like to thank your team for the assistance by providing your team
with locally handmade gifts in return.
What would you do in this situation? What would be the implications of
accepting the gifts?
• Decline the gifts by explaining that it is a conflict of interest to be accepting gifts in return
of our assistance
• Oxfam is not a business and therefore we do not expect any returns on our work with
the beneficiaries
• By accepting the gifts, we could be setting the expectation that our beneficiaries will
need to return the favor next time they would like to receive any humanitarian assistance
Page 58
Scenario # 4
Q: Is there any affect on Oxfam? If yes, what are they? If you are a
line manager, what are the key questions to assess the situation?
The Gender Advisor's conduct has affected Oxfam's ability to work with its partners.
His conduct also undermines Oxfam's campaigning messages in that country.
Does this conduct affect our ability to work with the community?
Has the community lost trust in Oxfam as a result of this conduct?
Does this conduct undermine Oxfam's values and goals? For example, does it contradict a key
campaigning message we are trying to communicate to the community?
Does this conduct pose a security risk to Oxfam?
Page 59
Safeguarding
Safeguarding
What is safeguarding?
Safeguarding
Sexual Exploitation
“The actual or attempted abuse of a position of vulnerability, differential power or trust for
sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the
sexual exploitation of another” (As above)
Page 62
Safeguarding
Prohibited
1. Sexual relationships with beneficiaries
2. Sexual relationships with children (under the age of 18 years old as a minimum)
Sexual exploitation
Unwanted
touch
Offensive
words/behavior
Page 64
Reporting Malpractice &
Safeguarding Reporting Line
Global Safeguarding
Focal Point
whistleblowing@oxfam.org.uk
Hannah Clare
English 00441 86547
2120
Arabic 00441 86547
2121 Regional Safeguarding Focal Point
French 00441 86547 Sirisom Sungboonleu (HR Advisor)
2122
Spanish 00441 86547
2123 Country Focal Point
Portuguese 00441 86547 Karuna Amatya
2124 Sandhya Shrestha
Asiasafeguarding@oxfam.org.uk
People
People Page 65
Managing People
at Oxfam
Improving poor performance and managing misconduct
Session aims
Page 67
Performance / Misconduct Management Procedure
Page 68
Plan meeting in advance
• Establish facts
• Reflect on what you know about the individual
• Get support
• Check your policies
• Plan the meeting
• Think about what you would like the outcome of the meeting
to be
Page 69
What happens when it doesn’t go
well?
• Get support – move to formal process? HR support as a
mediator?
• Know when to let it go – High five with one hand is not going
to be loud. Do we need a break then revisit at a later time?
Agree to disagree.
• Why didn’t it work?
Page 70
Performance improvement Plan
Action Required Date Required Method of Evidence (for
By Measuring the month) to
be completed
each meeting
Page 71