My July article on career advancement began a discussion on how to excel on promotional examinations that used an assessment center process. The article concentrated on the in-basket and provided a sample test for readers to take. Since all my articles build on one another I recommend a quick review of my July article (by clicking here) before proceeding.
The previous article pointed out that a police supervisor (sergeant and sometimes Lieutenant’s) or manager (Lieutenant and above) often deals in their day-to-day work with memorandums, written and oral complaints, investigative reports, internal documents, letters, and telephone calls. In the in-basket exercise you and the other candidates (depending on the number, this is sometimes done in groups) are seated together in a room at desks or conference tables. The monitor places a large manila envelope in front of each candidate, containing the “in-basket” (of day-to-day paperwork) relevant to a typical sergeant or lieutenant-for example-in your department.
Your instructions are to answer the questions in writing, and the test monitor doesn’t answer any questions concerning taking the test. You’re told exactly when the test will begin (and end), when the manila envelopes can be opened, and at times the written directions may be read individually by each candidate. When time is up, each candidate puts all the material back in the manila envelope and returns it to the test monitor. All of the in-basket responses must be in writing. The problem is, you also have been given an individual schedule with specific times at which you are to be in other rooms, taking other assessment center tests.
In our practice test you were givens two hours and thirty-five minutes to work on your in-basket. In the mean-time you would be moving from the in-basket to other examinations such as the employee conflict, leaderless discussion, situational exam, and a media exam for example. Time and the ability to organize your work are important components of the in-basket exercise. As mentioned earlier, the clock is used to put candidates under pressure, so use it to your best advantage. Read the instructions thoroughly. Make certain you know what role you’re playing. What are the duties and responsibilities of the rank you’re testing for? What authority do you possess? Who are your subordinates and superiors? Prioritize your work. Briefly glance through all of the paperwork in your in-basket and rearrange it from top to bottom from most to least important. Look for due dates and other indicators that work needs immediate attention. Complete the exercise with the goals of the department in mind, not of individuals.
Our mock practice test was for the position of police sergeant. Compare your completed in-basket with the model responses described below.
IN-BASKET EXERCISE
Directions
You are a police sergeant working the 1500-2300 shift in the patrol division (Squad B) of the anywhere police department on Saturday, July 2nd. Your name is Sergeant Frank James. Lieutenant Albert Driscoll is off on a long term injury and Captain Alex Frost is attending the FBI Academy for the next two months. You are the acting patrol commander on Squad B.
Handle the in-basket exercise in accordance with the established procedure of your police department. Think of yourself as a Sergeant and act accordingly. You are required to respond to the in-basket in a manner in which you would handle them as a sergeant (acting patrol commander) in real life. Each response must be in writing and reflect actual behavior. For example, your response to an incoming telephone call must be written and should reflect how you would have handled the caller or situation.
Each of your responses should be written directly on the piece of correspondence you are addressing or, on a separate piece of paper clearly identifying the material or correspondence you’re responding to (for example, “Memo from Chief Pierce regarding Sampson complaint”). The action you take on all incoming telephone calls must also be written on a separate sheet of paper. Write the number of the phone call you’re dealing with (if one is given) or clearly identify the subject of the phone call (for example, “Call from Lieutenant Smith regarding a fatal accident”) before each written response.
The following information is provided as part of the testing process.
1. Patrol division staffing levels are normal.
2. The labor/management contract is the same as is used in your department,
3. There is a Sergeant and four officer detail assigned to a traffic detail to due to complaints relative to speeding on Hopmeadow road. .
4. There is a motorcycle detail consisting of four officers working the downtown area.
5. There is a tactical squad consisting of a sergeant and six officers throughout the city.
6. Detective division resources consist of a normal compliment for a Saturday evening shift in your department.
7. The Anywhere police department has 383 sworn officers and 61 civilian employees. The Chief of Police, Franklin Pierce, has been with the department for the past twenty-two years. The department has one assistant, a deputy chief, and five captains. Chief Pierce operates with a participative management style. The police union is very powerful and Lieutenants, Sergeants, Detectives and officers are all unionized.
Model Analysis
Item #1: Complaint from Joseph Smith relative to his allegation of being stopped and beaten by the police
Possible written response:
Memorandum to Sergeant Arthur Main
Please investigate the attached complaint from Mr. Smith. Provide me with your recommendations by 9/28/08.
Sergeant Frank James, Acting Patrol Commander
Item #2: Office Russo’s summer vacation request:
Possible written response:
Memorandum to Sergeant Arthur Main
Please review the attached memorandum from Lieutenant Fleming and provide me with your recommendations by 7/5/08.
Sergeant Frank James, Acting Patrol Commander
Item #3: Memorandum from Lieutenant Lawrence relative to Officer Ritter’s violation of policy and procedure.
Possible written response:
Memorandum to Sergeant Paul Julius
Please review the attached memorandum from Lieutenant Fleming and provide me with your recommendations by 7/5/08.
Sergeant Frank James, Acting Patrol Commander
Item #4: Unusual Occurrence Report from Sergeant Jones
Possible written response:
I would meet with Sergeant Jones to determine why he did not indicate a “summary of findings/recommendation”; have the Sergeant determine the current status of the case; determine whether this calls for training and/or progressive discipline.
Item #5: Disciplinary report: Officer Smith
Possible written response:
I would meet with Sergeant Main and determine why he recommended disciplinary action against an officer reporting to be sexually harassed. I would review the case with him and based on the outcome of the review recommend the disciplinary action; retrain the sergeant; and or use the progressive disciplinary process for Sergeant Main.
Item #6: Request for watch replacement by Officer Simone
Possible written response:
Memorandum to Sergeant Main
Please review the attached request from Officer Slone and provide me with an incident report and your recommendations by 7/5/08.
Sergeant Frank James, Acting Patrol Commander
Item #7: Request by Sergeant Julius to attend FBI Academy.
Possible written response:
I would meet with Sergeant Julius and advise him that it is not the department’s policy to send personnel below the rank of Captain to this academy. I would suggest that he research other appropriate training forums and submit a proposal.
Item #8: In-Coming Telephone Call: Shooting at High School
Note: This is the most crucial part of the in-basket and offers the majority of points which a candidate may receive. Your response should include an indication that you would:
• take command of the incident and the personnel involved
• assess the situation and advise communications of available information
• notify communications team and call in additional supervisors to assist in handling the situation and the rest of the city
• establish a command post in a safe, strategic location
• develop or have developed a tactical plan to resolve the situation
• request hostage negotiator and ERT
• use force only as a last result
• secure the premises and prevent the escape of the suspect by assigning personnel to the immediate perimeter of the premises
• have homes in the area evacuated
• establish an outer perimeter to close off all streets leading to the area
• establish a staging area for ambulance, emergency equipment and personnel
• have communications advise the Chief of Police of the situation
• have an ambulance sent to the scene
• notify area hospitals to be on stand-by
• arrange for EAP/Counselors, etc. to be on hand for school personnel and officer
Well, how did you do? Remember that the in-basket is designed to test you for the following dimensions:
• Written communication
• Decision making
• Planning and organizing
• Delegation
• Judgment
• Problem Analysis
• Organizational Integrity
• Stress Tolerance
• Leadership
Our next article will finish up the in-basket process and being covering the supervisor/subordinate (sometimes referred to as the employee conflict) examination.
Be safe out there!!!!!!
Larry the Jet
