self-assessment inventory - university of manitoba · pdf filecomputer usage ... tracks trends...

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Self-Assessment Inventory

Table of Contents

Job Competencies ........................................................................................................................... 2

Client Service ............................................................................................................................... 2

Commitment to Quality .............................................................................................................. 3

Computer Usage ......................................................................................................................... 3

Communication ........................................................................................................................... 5

Accountability and Reliability ..................................................................................................... 6

Problem Solving and Analytical Thinking .................................................................................... 6

Decision Making / Judgment ...................................................................................................... 7

Continuous Learning ................................................................................................................... 8

Adaptability and Navigating Change ........................................................................................... 9

Teamwork and Collaboration ................................................................................................... 10

Interpersonal ............................................................................................................................. 11

Creativity and Innovation ......................................................................................................... 12

Leadership Competencies ............................................................................................................. 13

Personal Leadership and Management .................................................................................... 13

Organizational Capacity Building .............................................................................................. 13

Engagement .............................................................................................................................. 13

Strategic Leadership and Management .................................................................................... 14

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Using a scale of 1 to 5 (1=low, 5=high) consider which competency behaviours are important

for your current job, and then indicate to which degree (1 to 5) the need for development.

Job Competencies

Client Service

Identifying and responding to current and future client needs; providing service excellence to internal and external clients.

Competency Behaviours: Importance in Job

Need for Development

Responds to client requests.

Meets client need efficiently, effectively, and in a helpful and respectful manner.

Follows up with clients in a timely manner and within service standards.

If unable to meet client’s request, provides explanation and alternative sources of assistance.

Appropriately escalates complex questions to a higher decision-making level.

Builds positive client relations.

Takes action beyond explicit request within established service standards.

Uses understanding of client’s perspective to identify constraints and advocate on their behalf.

Anticipates areas where support or influence will be required and discusses situation/concerns with appropriate individuals.

Keeps clients up-to-date with information and decisions that affect them.

Anticipates and adapts to client needs.

Examines procedures or policies to assure client satisfaction is delivered at all steps.

Works with clients to adapt services, products or solutions to meet their needs.

Monitors services provided to clients and makes timely adjustments as required.

Fosters a client-focused culture.

Tracks trends and developments that will affect own organization’s ability to meet current and future client needs.

Seeks out and involves clients or prospective clients in assessing services, solutions or products to identify ways to improve.

Establishes service standards and develops strategies to ensure staff meet them.

Encourages co-workers and teams to achieve a high standard of service excellence.

Crafts the strategic direction of client focus.

Links a comprehensive and in-depth understanding of clients’ long-term needs with strategies of proposed projects/initiatives.

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Recommends/ determines strategic business direction to meet projected needs of clients and prospective clients

Strategically and systematically evaluates new opportunities to develop client relationships.

Communicates the organization’s mission, vision and values to clients.

Commitment to Quality

Demonstrating pride in work and striving for excellence to achieve the best possible results.



Produces accurate, neat, timely, and thorough work.

Demonstrate high attention to detail in eliminating errors.

Double-checks work to ensure reduced error.

Shows concern for quality, accuracy, and completeness of work activities.

Recognizes and learns from mistakes and takes appropriate action to reduce errors.

Notices opportunities to improve quality and takes action to do so.

Understand the role that quality plays in client satisfaction.

Uses established systems (i.e. software) to organize and efficiently keep track of information, data, time, and resources.

Challenges inefficient or ineffective work processes and offers constructive alternatives.

Reviews quality standards and recommends improvements accordingly.

Gathers input and analyzes, designs, evaluates and implements quality process changes against suitable metrics.

Establishes the quality and improvement philosophy for the organization.

Identifies metrics for strategic business and process improvement.

Computer Usage

Using various types of computer software to accomplish work.



Understands basic hardware troubleshooting, can determine if cables are properly connected.

Can reboot, shutdown, login, and logoff.

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Understands basic computer terminology and concepts such as web addresses.

Can use external hardware such as printing, scanning, and copying.

Understands basic hardware conventions such as memory stick usage.

Basic functions of computer software applications such as Windows/OS, word processing, web browser, and email, able to copy, move, and delete files and folders, able to open applications, update and save files.

Accomplishes introductory functions associated with creating, formatting, editing and saving a word processing document.

Understands the introductory concepts of spreadsheets and be able to enter and update data.

Demonstrates the ability to send and receive email, add attachments, and organize message folders

Demonstrate the ability to use a web browser for online forms and introductory search tasks.

Demonstrates ability to connect to wireless network using ClaimID.

Uses intermediate features associated with word processing applications such as creating standard tables, inserting images within a document.

Able to perform operations associated with developing and formatting a spreadsheet and using basic formulas and functions.

Intermediate level skills, such as creating, formatting, and preparing presentations.

Able to open a database and enter or edit data in tables.

Understands concepts of web publishing and able to update departmental web site content using content management software such as RedDot.

Uses advanced features associated with word processing applications such as using mail merge tools, creating reports with footnotes / endnotes, tables of contents, bibliographies, and indexes.

Demonstrates ability in advanced features of a spreadsheet application such as creating and editing charts and graphs, sharing data between applications, and creating and editing templates.

Creates a variety of presentations using presentation software (PowerPoint) for different audiences.

Plans and creates a small single subject database, run queries, forms and reports.

Creates publications using desktop publishing software like PageMaker, InDesign, and Publisher.

Organizes content, modifies images (scanning, Photoshop, Fireworks), and use web publishing software such as Dreamweaver and RedDot.

Functions as a resource for others helping to trouble shoot software application usage problems.

May have the ability to formally or informally train others at advanced computer usage proficiency level.

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Communication

Listening to others and communicating (verbal and written) to foster open communication and effectively ensuring the message(s) is/are understood by others.



Presents factual information in a clear, concise, and courteous manner, both orally and in writing.

Listens actively and objectively without interrupting.

Asks questions to verify facts.

Uses correct grammar, spelling, and punctuation.

Writes short, factual material with the assistance of a template (e.g., completes forms, drafts short emails or memos) to inform or respond.

Elicits comments or feedback on what has been communicated.

Maintains continuous open and consistent communication with others.

Checks own understanding of others’ communication (e.g., repeats or paraphrases, asks additional questions).

Communicates decisions or recommendations that could be perceived negatively with sensitivity and tact.

Supports messages with relevant data, information, examples and demonstrations.

Prepares longer documents with content and sequencing of ideas is clear and logical, avoiding unnecessary detail.

Adapts content, style, tone and medium of communication to suit the target audience’s language, cultural background, level of understanding and potential reactions.

Takes others’ perspectives into account when communicating, negotiating or presenting arguments (e.g., presents benefits from all perspectives) in a manner that respects and maintains the dignity and opinion of others.

Identifies and interprets departmental policies and procedures for superiors, subordinates and peers.

Considers and applies connection between verbal communication, tone, and body language to be consistent with message

Writes documents on issues (e.g., letters, presentation speeches, reports) that are well organized, succinct and use concepts and ideas appropriate to the audience.

Communicates technical information in a clear, tactful, and simplified manner to others of varying levels of expertise.

Uses varied communication systems, methodologies and strategies to promote dialogue and shared understanding.

Delivers difficult or unpopular messages with clarity, tact and diplomacy.

Openly and constructively discusses diverse perspectives to prevent misunderstandings.

Writes policy/funding requests/legal documents on complex subjects that have impact on a wide range of readers.

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Communicates strategically to achieve specific objectives (e.g., considering such aspects as the optimal message to present, timing and forum of communication).

Writes strategically from a broad perspective, clearly and accurately presenting a position/initiative while demonstrating an understanding of the needs and sensitivities of a wide array of stakeholders and environments including the general public.

Accountability and Reliability

Identifying and responding to current and future client needs; providing service excellence to internal and external clients.



Follows through and meets personal commitments to others on time.

Considers the importance of responsibilities and the connection between job and unit’s success.

Takes responsibilities seriously and consistently meets expectations for quality, service, and professionalism.

Consistently presents a competent and professional image.

Identifies and capitalizes on opportunities and mitigates threats to unit.

Generates enthusiasm among team members for accomplishing shared goals.

Initiates work on broad, future trends with an organization-wide impact

Problem Solving and Analytical Thinking

Identifying and solving problems by understanding the situation, seeking additional information, developing and weighing alternatives, and choosing the most appropriate course of action given the circumstances.



Breaks problems down into simple lists, activities or tasks, without assigning values or priorities.

Sees single causal links between components of a problem/situation (e.g., “if this, then that” thinking).

Conducts basic, face-value information analysis to make decisions based on pre-existing rules.

Consults with others or refers an issue/situation for resolution when guidelines are not clear.

Verifies that the decision/resolution is correct.

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Divides issues into categories (e.g., pros and cons).

Applies guidelines and procedures that require some interpretation when dealing with exceptions.

Applies new information to work problems and situations.

Recognizes when a situation calls for or can be improved by an approach different from the norm.

Assures that problem factors and decision-making rationale can be clearly explained to others.

Gathers information from a variety of sources beyond what is readily available to identify options, weigh alternatives, and make decisions to solve problems.

Solves problems using multiple analytical or creative techniques such as brainstorming to break the problem down into component parts or issues.

Involves the right people in the decision-making process.

Generates solutions that address the ‘root cause’ of the problem and prevent recurrence.

Identifies discrepancies, trends and connections in data and uses knowledge and/or experience to understand, evaluate and solve problems/issues.

Considers a multiplicity of interrelated factors for which there is incomplete and contradictory information and no set procedures.

Develops solutions to problems, balancing the risks, competing priorities, and implications across multiple projects.

Thinks imaginatively in order to develop creative solutions or options for which there are few or no precedents.

Thinks “outside of the box” to identify new solutions.

Makes high-risk strategic decisions that have significant consequences by assessing external and internal environments and balancing multiple alternatives.

Solves complex problems using multiple analytical or creative techniques to break the problem down into component parts or issues.

Examines potential implications of decisions / solutions on all affected stakeholder groups, which may include several areas/departments across the UM.

Adapts existing frameworks to approach a situation from a different perspective.

Decision Making / Judgment

Making appropriate recommendations and decisions that support the goals of the organization at the right time, based on consideration of alternatives and potential impacts.



Able to make accurate ‘on the spot’ assessments of situations and quickly determine best approach based on pre-existing guidelines or procedure.

Understands when to escalate issue or problem to a higher-level employee or authority.

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Appropriately applies procedures or guidelines.

While applying guidelines or procedure, considers available information and alternate solutions in selecting appropriate course of action.

Considers both short and long-term outcomes of actions.

Considers impacts on other parties or units when considering options.

Weighs the needs of the client against time constraints, department practices and procedures.

Makes sound recommendations / decisions in complex situations.

Considers alternative available actions, resources, and constraints before selecting a method for accomplishing a task or project.

Balances a variety of decision making criteria and makes sound recommendations / decisions about complex issues without the presence of procedures or guidelines.

Refrains from "jumping to conclusions" based on no or minimal evidence; takes time to collect facts before decision-making.

Makes sound recommendations / decisions despite incomplete or contradictory information.

Makes sound recommendations / decisions in unique, high impact, time sensitive situations that involves multiple parties with effect on various environments.

Makes sound recommendations / decisions in unique, high impact, time sensitive situations.

Proactively mitigates risk by anticipating change.

Establishes appropriate decision-making protocol, guidelines, or procedures for high-risk situations.

Evaluates systems and processes to ensure employees are properly equipped with protocol.

Manages risk and averts crisis.

Continuous Learning

Identifying and addressing individual strengths and weaknesses, developmental needs, and changing circumstances to enhance personal and organizational performance.



Takes advantage of learning opportunities (e.g., courses, observation of others, assignments, etc.).

Maintains current knowledge in field of expertise.

Works to understand learning style and demonstrates understanding of own strengths and development needs.

Tries new approaches to maximize learning in current situation and seeks input into development.

Integrates new learning into work methods.

Pursues learning opportunities and ongoing development.

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Sets challenging goals and for self in view of growth beyond current circumstances.

Actively pursues self- development on an ongoing basis (technically and personally).

Pursues assignments designed to challenge abilities.

Openly requests feedback and input into growth areas.

Considers personal learning needs based on evolving needs of the unit.

Uses organizational change as an opportunity to develop new skills and knowledge.

Identifies future competencies and expertise required by the organization and develops and pursues learning accordingly.

Continuously scans the environment to keep abreast of emerging developments in the broader work context.

Adaptability and Navigating Change

Demonstrating adaptability and resilience in response to changing priorities, situations, and demands. Adjusting own behaviours to work efficiently and effectively in changing situations and/or different environments.



Accepts that things will change.

Seeks clarification when faced with ambiguity or uncertainty.

Demonstrates willingness to try new approaches.

Avoids behaviours that resist or inhibit change.

Adapts personal approach to meet the needs of different or new situations.

Seeks guidance in adapting behaviour to the needs of a new or different situation.

Supports others during the change and models behaviours that encourage change adoption in others.

Adapts to new ideas and initiatives across a wide variety of issues or situations.

Shifts priorities, changes style and responds with new approaches as needed to deal with new or changing demands.

Fosters acceptance and commitment to change by planning for implementation, and involving and coaching others.

Publicly supports and adapts to major change initiatives.

Seeks opportunities for change in order to achieve improvement in work processes, systems, etc.

Aligns unit goals and processes to meet organization change goals.

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Mitigates resistance to change and manages conflict.

Sets goals that drive enterprise-wide change initiatives

Assesses need for change and designs solutions and supports to meet the need for change.

Communicates strategies and vision for change.

Teamwork and Collaboration

Working collaboratively with others (formally and informally, internally and externally) to achieve common goals and positive results for the University of Manitoba.



Is accountable to other team members by carrying out “own share of work” while keeping team goals in mind.

Understands the roles of the team and each team member’s role within it.

Acknowledges the work of others.

Maintains personal contacts in other parts of the organization with those who can provide work-related information.

Seeks others’ input and involvement and listens to their viewpoints.

Shifts priorities, changes style and responds with new approaches as needed to meet team goals.

Willingly helps co-workers and works collaboratively rather than competitively.

Shares experiences, knowledge and best practices with team members.

Seeks out the expertise of others and develops links with experts and information sources.

Builds relationships with team members and with other work units.

Discusses problems/ issues with team members that could affect results.

Facilitates the expression of diverse points of view to enhance teamwork.

Gives credit for success and acknowledges contributions and efforts of individuals to team effectiveness.

Suggests or develops methods and means for maximizing the input and involvement of team members.

Builds networks with parties that can enable the achievement of the organization’s strategy.

Shares expectations for teamwork and collaboration and promotes team goals.

Capitalizes on opportunities and addresses challenges presented by the diversity of team talents.

Supports and encourages other team members to achieve objectives and verifies that all members are contributing.

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Encourages others to share experience, knowledge and best practices with the team.

Encourages the team to openly discuss what can be done to create a solution or alternative.

Seeks opportunities to partner and transfer knowledge with contacts beyond work unit.

Aligns multiple perspectives across the organization and with other organizations to achieve a common goal.

Builds strong teams that capitalize on differences in expertise, competencies and background.

Breaks down barriers (structural, functional, cultural) between teams, facilitating the sharing of expertise and resources.

Identifies areas to build strategic relationships.

Interpersonal

The set of abilities and emotional intelligence enabling a person to interact positively and work effectively with others and manage conflict.



Treats people with fairness, dignity, and respect in all interactions.

Deals honestly and fairly with others, showing consideration and respect.

Listens to others and pays attention to non-verbal cues.

Senses others’ feelings and perspectives, and takes an active interest in their concerns.

Anticipates and takes action to ensure values of others are considered and leveraged.

Continually works to maintain deep understanding of one’s own inner resources, abilities and limits.

Focuses self and team on work and end goals, and away from personality issues.

Models effective interpersonal skills in all interactions.

Accurately reads a team’s level of morale and understand group dynamics.

Introduces strategies for preventing, managing, and resolving conflict.

Works to build an organizational culture of respect and inclusiveness.

Fosters a conflict management environment by anticipating and addressing areas where potential for negative conflicts exist.

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Creativity and Innovation

Develops and shares new insights and applies innovative solutions to make organizational improvements.



Is receptive to new ideas.

Recommends where simple processes can be improved.

Encourages new ideas and innovations.

Participates by adding input to creative processes such as team brainstorming.

Develops new insights and continually generates and communicates ideas for innovation.

Designs and implements new or innovative approaches.

Design and implements new or innovative programs and shares best practices with other units.

Nurtures creativity and fosters innovative thinking in others.

Supports a work environment that encourages creative thinking and innovation.

Cultivates challenges to conventional approaches and leverages expertise of others to adopt new ideas and methods.

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Leadership Competencies

Personal Leadership and Management

This focuses on “leading self” and includes attention to values, character, social and emotional intelligence, self-understanding, and continuous learning.



Demonstrates continuous learning

Exercises good judgment in solving problems and making decisions

Establishes trust, credibility, and influence at all levels

Demonstrates character by doing the right thing, even when difficult

Inspires and engages by modeling expected behavior

Understands self and other

Organizational Capacity Building

An organization must be able to renew and transform its structures, systems, processes, people, and skills so that it is better able to achieve its results. This includes attention to the management areas of finance, human resources, and risk.



Builds capacity of employees to understand and contribute to achieving University goals and priorities

Promotes employee development

Mentors and contributes to the success of others

Creates / enacts organizational policies and procedures

Builds increased thinking capacities

Engagement

Leaders need productive relationships and partnerships: this includes attention to communication, influence, inclusion, outstanding workplace, conflict management, and effective teamwork.

Competency Behaviours:: Importance in Job


Communicates openly and respectfully on a regular basis

Advises and challenges with respect and acumen

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Builds team

Maintains a diverse network of internal and external partners and stakeholders

Leads change with confidence and courage

Balances results achievement with nurturing people

Strategic Leadership and Management

Leaders must be able to express a strategic vision for the organization and their part of the organization that aligns with the strategic context and resonates with and includes the people. This includes systems thinking, strategic thinking, strategic planning, and organizational change.



Anticipates emerging trends

Demonstrates systems thinking-regarding the total organization and stakeholder priorities

Leads and navigates change and displays comfort with ambiguity

Effectively plans, monitors and manages resources

Fosters innovation and creativity

Intentionally enacts role and styles

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