career planning and development participant guide

Career Planning and Development: Participant Guide

Course Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Career Planning and Development Defined . . . . . . . . . . . . . . . . . . . .4

Supervisor’s Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Exercise: Overcoming Barriers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Career Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

The IDP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Career Development Discussion Questions . . . . . . . . . . . . . . . . . . . . . .23

Career Development Discussion Questions . . . . . . . . . . . . . . . . . . .24

Dos and Don’ts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Exercise: IDP Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Exercise: Career Development Discussions . . . . . . . . . . . . . . . . . . .28

Personal Action Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

Table of Contents

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Career Planning and Development: Participant Guide2


Share with the class your:

P Name:

P Job title or office:

P Length of time in position:

P Learning goals or expectations for the course:

P First job:

Course ObjectivesThis course will help you:

P Recognize the benefits of developing talent to effectively meet the mission and vision of OPM.

P Identify common steps in career planning and development.

P Assist employees in developing career goals and individual development plans (IDPs).

P Prepare for and conduct career development discussions with employees.

P Plan for career development in your organization.

Course RoadmapThis course will answer the following questions about career planning and development:

P What is career planning and development?

P What role do I play?

P What is the role of the employee?

P What are the benefits?

P How can I overcome barriers?

P How will I implement the process?

Course Introduction

3

Career Planning and Development Defined

Career planning and development is a systematic approach for building and shaping yourcareer.

Common Steps in the Career Planning and Development Process:Career Planning

P Where am I now? Conduct a self-assessment: List your current skills, knowledge,interests, and abilities.

P Where do I want to be? Develop goals: Think about where you want to be in two, three,and five years from now. Write these desires in the form of SMART goals; each goalshould be a statement of a desired outcome that is specific, measurable, achievable,relevant, and time-bound.

P How will I get there? Identify opportunities: Conduct research pertaining to occupations,assignments, or positions you might be interested in pursuing. One way to find out aboutgovernment opportunities is to visit www.usajobs.opm.gov.

P How can I document this information? Complete the IDP: Document your goals andopportunities. Employees and supervisors should work together to adjust and prioritizethe objectives on the IDP.

Career Development

P How can I communicate this information? Engage in a career discussion, using the IDPas a guide.

P How will I track my progress? Employees and supervisors should meet every six monthsto determine progress and make adjustments if necessary.



Who do you think should take the lead for each of these steps?

Step Supervisor Employee

Conduct a self-assessment

Develop goals

Identifyopportunities

Complete IDP

Check progress and providefeedback


Supervisor’s Role

How would you describe your role in implementing these steps?

Coach and advisor:

Appraiser:

Source of referrals:


As a supervisor you should encourage employees to:

P Take ownership of career development strategies and be accountable for careerdevelopment efforts.

P Use self-assessments to identify the skills and knowledge necessary for careerdevelopment.

P Identify opportunities that balance individual and organizational interests.

List specific activities that will enable employees to take responsibility fortheir development.

Career development is a continual process. The supervisor’s role in this process is tobalance the needs of the organization with the needs of employees.

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What are some benefits for:

P Employees?

P The organization?

P The work unit?

P You as a supervisor?

Benefits of Career Planning andDevelopment

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Benefits of Career Planning and Development(continued)

A successful career planning and development program will help the organization:

P Develop and retain a cadre of qualified employees to facilitate the organization’sachievement of its strategic and operational goals.

P Identify candidates for succession planning.

P Accomplish organizational objectives through improved employee performance.

A successful career planning and development program will help the supervisor:

P Leverage staff talent and shape roles and assignments to develop staff capabilities.

P Retain a staff of talented and ambitious people.

P Focus on strategic issues.

P Improve morale, job satisfaction, and work performance by matching employee andorganizational needs.

A successful career planning and development program will help employees:

P Attain a greater sense of self-confidence by giving them responsibility for managingtheir careers.

P Feel valued and trusted.

P Realize their potential.

P Evaluate their needs, interests, and skills in relation to career opportunities within andpossibly outside their career field.

P Build and shape their careers by equipping them with the tools, knowledge, andopportunities for development.

P Adopt a systematic approach for exploring ways to meet career goals.

P Identify career development resources.



Exercise: Overcoming Barriers

Sometimes an employee might be resistant to the career planning and developmentprocess. List some possible barriers and how they can be prevented or overcome.

Barriers to implementing careerplanning and development

Ways to prevent or overcome these barriers


Common Steps in the Career Planning Process:P Conduct a self-assessment: List your current skills, knowledge, interests, and abilities.

P Develop goals: Think about where you want to be in two, three, and five years fromnow. Write these desires in the form of SMART goals; each should be a statementof a desired outcome that is specific, measurable, achievable, relevant, and time-bound.

P Identify opportunities: Conduct research pertaining to occupations, assignments, orpositions you might be interested in pursuing.

P Complete the IDP: Document your goals and opportunities. Employees andsupervisors should work together to adjust and prioritize the objectives on the IDP.

Career Planning

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Career Planning, Step 1: Self-Assessment

List current knowledge, skills, interests, and abilities.

Examples:


Analyzing data

Calculating numerical data

Creating new ideas

Evaluating programs

Coaching individuals

Editing documents

Writing reports

Managing people

Interviewing perspective employees

Conducting meetings

Selling products

Operating equipment

Maintaining a customer database


Career Planning, Step 2: Develop Goals

SMART goals are specific, measurable, achievable, relevant, and time-bound.List at least one short–term and one long–term goal.

Short-term goal (6 months–1 year)

Long-term goal (2–5 years)

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Career Planning, Step 3: Identify OpportunitiesList at least one example of each.

Examples:

Mentoring

Taking on temporary projects or assignments

Participating in self-study or independent reading

Attending conferences

Joining professional organizations

Training Opportunity

Rotational Assignment

Other Development Opportunity


The IDP

An IDP is a tool for documenting activities that will help employees enhance theirknowledge, skills, and abilities.

Employees should follow their completed IDP to move from where they are to wherethey want to be.

What are some benefits of an IDP?

How have IDPs benefited your career development?

How have IDPs benefited your employees’ career development?

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Individual Development Plan

Name: Jimmy Weston Date: mm/dd/yy

Current Title: Programmer Agency/Dept.: OPM

Supervisor’s Name: Larry Smith Supervisor’s Title: Project Manager

Current Position:

Goal # Goal Description Training Objectives Rotational Assignment

ObjectivesOther Events and Opportunities

1.0 Improve writing skills

Complete community college course: Effective Business Writing

Work with contracts department on proposal development

Volunteer to write articles for departmental newsletter

2.0 Improve presentation skills

Complete Effective Presentation Skills class

Join Toastmasters

3.0 Develop project management skills

Temporary project manager assignment

4.0 Learn how to design websites

Introduction to Website Design (online class)

Attend Website Designers local chapter meeting

DETAILS AND TIME LINE

Training Objectives

Cost Date

Goal # Activity Source Tuition Travel Hours Planned Completed

1.0 Effective Business Writing Howard Community College $350 $0 36 mm/dd/yy

2.0 Effective Presentation Skills OPM $0 $0 4 mm/dd/yy

4.0 Introduction to Web Design course

Online $200 $0 12 mm/dd/yy

Totals: $550 0 52



Rotational Assignment Objectives

Cost Date


1.0 Work with contracts department on proposal development

Contracts Project Manager, Cindy Barlow

N/A N/A 8 mm/dd/yy

3.0 Temporary project manager Management Services N/A N/A 40 mm/dd/yy

Totals: 48

Other Events and Opportunities

Cost Date


1.0 Write articles for departmental newsletter

Human Resources N/A N/A 8 mm/dd/yy

2.0 Join Toastmasters Local group N/A N/A N/A mm/dd/yy

4.0 Attend DC Web Designers meeting

DC Web Designers Association

$15 N/A 2 mm/dd/yy

Totals: $15 10

Initial Plan Review

Employee Name Employee Signature Date

Supervisor Name Supervisor Signature Date

Periodic Review

Employee Name Employee Signature Date

Supervisor Name Supervisor Signature Date

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Individual Development Plan Instructions

GoalsGoals are specific, measurable, achievable, relevant, and time-bound outcomes identifyingfuture desired positions, experience, or training. Goals should be achievable within givenconstraints and related to the current job or organizational needs.

Training ObjectivesDescriptions of how the employee will achieve the training objective.

Rotational Assignment ObjectivesA description of temporary duty assignments within a similar occupational area to theindividual’s current position.

Other Events and Opportunities Descriptions of potential special projects, shadow assignments (such as accompanying atechnical expert or manager for a brief period to better understand the work he or sheperforms), committee and task force participation, or professional organizations.

Details and TimelineSpecific activities related to each goal describing the specific class, assignment, or event; thesource of the activity; cost; time needed to complete the activity; and the proposed dates ofcompletion.

SignaturesThe IDP signatures indicate that the supervisor and the employee are committed tomeeting the goals outlined in the document.


Exercise: Developing an IDP To better understand the benefits of an IDP, you need to understand the processfor completing one.

In this exercise you will complete a sample IDP for your own career development goals or createan IDP for a fictional employee based on your experiences.

P This is an individual exercise.

P Complete the sample IDP on the next page.

P Consider key elements of the plan and areas that might present challenges.

P Consider sharing your experiences developing IDPs with the class.

Individual Development Plan

Name: Date:

Current Title: Agency/Dept.:

Supervisor’s Name: Supervisor’s Title:

General Comments:

Current Position:

Goal # Goal Description

Training Objectives Rotational Assignment Objectives


DETAILS AND TIME LINE

Training Objectives

Cost Date


Totals:

Rotational Assignment Objectives

Cost Date


Totals:


Cost Date


Totals:



The purpose of a career development discussion is to:

P Clarify the career planning and development process.

P Assist employees with the process as needed.

P Review the IDP.

P Modify employee goals and objectives if needed (this step will result in a moreeffective development plan.)

To best prepare for career development discussions:

P Review employee records to understand relevant skills and capabilities.

P Identify strengths and developmental needs.

P Identify developmental opportunities.

P Review Career Development Discussion Questions and Dos and Don’ts job aids.

In a typical career development discussion, you will need to:

P Establish trust.

P Ask questions that encourage discussion.

P Listen.

P Summarize, clarify, and identify follow-up activities.

Career Development Discussion Questions

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Career Development Discussion Questions

P What knowledge and skills have you developed that you do not use?

P Could these abilities be integrated into your current job?

P How do your career goals fit into OPM’s goals?

P How can I help to support your goals?

P What would you like to be doing in two or three years? What about five or more years?

P Will these ambitions require further training, development, or off-the-job activities?

P How does your current job relate to your career goals? (Applies if the employee hasdeveloped goals. His or her response alerts you to the need for goal setting if theemployee has no answer. Prepare to help the employee develop a complete and realisticappraisal of all work experiences and relate them to job goals.)

P What do you enjoy most about your current assignment?

P What do you find most challenging?

P Is there a development opportunity available to help overcome this challenge?

P During the discussion, list personnel issues and programs (for example, upward mobilityand career intern programs, referral systems, training resources, and knowledge ofoccupations within and outside the employee’s current job).



Dos and Don’ts

Do:P Collect and review information about the employee before the career development

discussion; prepare questions to cover in the meeting.

P Give the employee notice of the meeting, specifying the time and place; tell theemployee how long the meeting will last.

P Greet the employee in a friendly, unhurried manner.

P Help the employee tell his or her story by being accepting, being interested, andletting the employee talk.

P Give the employee a chance to pause and reflect.

P Ask questions that are open ended and call for discussion.

P Close the meeting tactfully, set a time for a follow-up if needed, and thank theemployee.

Don’t:P Search for or attempt to review information during the meeting.

P Call the employee on a moment’s notice and expect a productive meeting.

P End the meeting abruptly.

P Leave the employee wondering what he or she might have done wrong.

P Wait until the employee arrives to decide what should be accomplished.

P Give the impression that there is a big rush to get through the meeting.

P Prod the employee along, getting the details you want, and then talk about yourexperiences.

P Talk rapidly, filling in all voids.

P Ask questions that are answered with a “yes” or “no.”

P Hurry the employee out of your office, and give a vague promise of a follow-up.

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Exercise: IDP Review

Instructions:

1. Observe the discussion between a supervisor and employee.

2. Think about the following points while observing the discussion.

What techniques did the supervisor use to facilitate the discussion?

What goals were addressed?

How was it determined if the career goals were appropriate?

What were the outcomes or action items that resulted from the discussion?

How will the supervisor and employee track progress?

What went well?

What did not go well?


When reviewing IDPs with employees, consider your training budget and resources.

How will your office budget for career planning and development?

How will you manage other resources, including new opportunities to support employeedevelopment?

How will you continue to ensure that developmental goals are tied to organizationalobjectives?

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Exercise: Career Development Discussions

Instructions:

1. Observe the discussion between a supervisor and employee.

2. Think about the following points while observing the discussion.

Part of the supervisor’s role in the career development process is to balance the needs of theemployee with the goals of the organization. Budget, time, and resources need to be considered.This role-play exercise will give you the opportunity to practice discussing some of these issues.

What techniques did the supervisor use to facilitate the discussion?

What goals were addressed?

How was it determined if the career goals were appropriate?

What were the outcomes or action items that resulted from the discussion?

How will the supervisor and employee track progress?

What went well?

What did not go well?


Action Plan for SupervisorsP Consider adding a budget line for career development (to cover events such as training

and seminars, etc.).

P Schedule a team meeting to share the information you learned in this workshop.

P Schedule a career development planning session with all members of your team.

P Prepare to discuss the organization’s realistic needs, expectations, and opportunities inrelation to career planning.

P Prepare for each session by requesting a copy of the individual’s IDP prior to the careerplanning session; review the IDP.

P Remind employees that they are responsible for their personal growth and careerdevelopment, but you are available for guidance and coaching and will provide themwith the tools they need to the best of your ability.

P Communicate opportunities to your staff when you become aware of them.

P Remember that career development involves more than classroom training. Possiblealternatives are:

$ Special projects—temporary assignments not in an employee’s normal range ofduties.

$ Shadow assignments—the employee accompanies a technical expert or manager fora short period of time.

$ Job rotation—swap assignments with another position for a short period of time tolearn new skills.

$ Job redesign—modifying job responsibilities to use a person’s natural abilities orinterests.

$ Professional organizations.

$ Volunteer opportunities.

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Personal Action Plan

List three activities you can do when you return to the office:

1.

2.

3.

career planning and development participant guide

Business

career discussion

career developmentp

career planningp

p plan

development process

developing career goals

p learning goals

p assist employees