Importance of the Effective Teams and Communication for Efficient Production in an Organization - Case Study Example

Student Name ________________ Student ID ________________ Faculty / Dept: Department of Management and Marketing Subject Code: MGMT90140 Subject Name: Management Competencies STUDENT DECLARATION Please tick to indicate that you understand the following statements: I declare that: 􀂅 This assignment is my own original work, except where I have appropriately cited the original source (Appropriate citation of original work will vary from discipline to discipline). 􀂅 This assignment has not previously been submitted for assessment in this or any other subject. For the purposes of assessment, I give the assessor of this assignment the permission to: 􀂅 Reproduce this assignment and provide a copy to another member of staff; and 􀂅 Take steps to authenticate the assignment, including communicating a copy of this assignment to a checking service (which may retain a copy of the assignment on its database for future plagiarism checking). 􀂅 I agree not to share the contents of this assignment with anyone else (including past or potential future students) Student signature………………. Date ……………. Section 2: Case Incident (60%) Relates to: Item# 1 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: meeting with the person. Medium: Note to self: Voice mail The meeting will be with Judy Dench, Executive Assistant to CEO. The discussion will be on effective teams are very important for efficient production in an organization. Though it is not easy to build effective, the team’s improvement in performance can increase through cutting staffing costs, reducing the errors, improving decisions making in the organization and through improvement of employee relations. With diverse team, I am planning to improve communication channel within our departments since with effective communication, members will get to understand the organization vision, mission and objectives. I will embark in developing effective team process first by forming the teams within the major department team; we will carry out team development through storming within the group, after brain storming, I will embark on group conformation through the organization main objective and mission. This will help the diverse group members to focus on specific goal which unite this diverse group together. It will act as a common ground to work and perform their respective functions. Respect among group members will also be emphasized as this will help in reducing rumors and small unofficial groups within the company. Relates to: Item# 2 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Phone call: Medium: Meet with the person: Low: Email I will make immediate phone call to Julie Bishop from XYZ Corporation and discuss with him the behavior of Peta. Since Peta has been conducting herself well all through until recent times when some funny behavior emerged, it is clear that Peta is suffering from stress. Before breaking up in her marriage, she has conducted herself in a more professional manner until the break up. There is need to explain the condition of Peta to our esteem client and start handling her situation in a more professional manner. We need to cultivate a safe and friendly environment to her in order to help in controlling her stress; the company needs to be clear and consistence in its policies when it comes to handling employees and how employees should relate to their clients. The working environment should be a place of good judgment and moral well being. I will take responsibility and discuss the situation with Peta before reaching any conclusion on her replacement. I will discuss with her need to be resilience in her life. Resilience is the ability and capacity to withstand and manage the negative effects of stress and be able to bounce back from adversity which has befallen her in her marriage and need for her to be able to endure difficult situations in her life. Relates to: Item# 3 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Meeting with the person: Medium Note to self: phone call/ Voice mail I would immediately organize meeting with the customer service manager and discus the issues which have been mentioned by the customer service manager. Without customers, business will come at a standstill. Therefore, customers form a very important part of our business. Face to face communication is very important in handling serious issues which needs head on tackling. Meeting with the head of customer service manager will give me a chance to have full understanding of the circumstances surrounding customer service delivery. I will be able to ask questions which cannot be answered when communicate in email or over the phone and I will have a chance to have firsthand experience on the same issues. From the meeting, will be able to come up with strategies of handling the customer and specific action points, I will be able to assess the understaffing situation within the organization and be able to explain the same to board of directors. We will be able to come up with staff empowerments methods which can enable them to deliver their work more efficiently and effectively. This will be most effective way to handle the crisis in the customer service department and should be the first problem to be tackle. Relates to: Item# 4 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Email: Medium: Meet with the person: Phone call In organization, there are very many sources of conflict some include, information deficiencies which include breakdown on communication systems and failures to use adequate communication channel. Other sources include role incompatibility where interdependent individuals but rather their roles do conflict, environmental conflict like unfavorable working environment which is being experience through the phone conversation. Jenny has tried to avoid conflict an indication that the current conflict is not helping developing the organization rather is a form of destruction that needs to be addressed. First, an email should be addressed to Wanda to explain his actions and relationship with other staff members. He should be given a chance to explain whether he works to empower other staff members or works to destroy through exerting negative authority on customers. It should be known that conflict could be detrimental to performance. We should organize face to face meeting with the all team members to explain the happening before appropriate action. There is need to create new organization culture, one that aims at reducing conflict but ensuring maximum performance. The culture should ensure collectivism in the organization, culture that is accommodative and individuals are able to compromise their stand for efficient performance of the organization. Relates to: Item# 5 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Phone call. Medium: Email. Low: Note to self I will respond through phone call to Shakira Smith, V.P. Human Resource. The message is a short notice and it is very important to inquire more about the meeting. Phone call will be sufficient to confirm my attendance to the meeting and give me immediate feedback on what is expected on me and my contribution towards the meeting. I will make a phone call to Shakira Smith who is the vice president in charge of human resource management. I will request for the past discussion, main aim of the topic and agendas of the discussion. From the phone call, she can decide to reply me with email since some of the feedback will be more detailed and bulky. Relates to: Item# 6 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Phone call/voice mail: Medium: Email: Low: Meeting with the person First priority Phone call since it will give immediate feedback, Voice mail will be second option then lastly meeting with the person. I will respond through phone call. The message is a short notice and it is very important to inquire more about the meeting. Phone call will be sufficient to confirm my attendance to the meeting and give me immediate feedback on what is expected on me and my contribution towards the meeting. I will make a phone call to Shakira Smith who is the vice president in charge of human resource management. I will request for the past discussion, main aim of the topic and agendas of the discussion. From the phone call, she can decide to reply me with email since some of the feedback will be more detailed and bulky. Relates to: Item# 7 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Email: Medium: Meet with the person: Low Phone call Email will be the immediate response means due to the nature of inquiry. Email will be the best response for this kind of message since it requires reference point and high level of confidentiality. In the email, I will address some of the content of the initial acquisition of the new firm in China, what the business is trading in and what are the requirements to affect the acquisition. The email will contain the nature of the negotiating team which is required and the business managers who are supposed to do the firm survey. It will be very important to inquire the cost involve in accommodating the managers who will travel to China for the survey among other overhead cost. I will further sought to know any other relevant information relating to the project viability and failures. Relates to: Item# 8 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Email: Medium: Meet with the person: Phone call Email will be the appropriate means of communication stipulating areas which has been discussed following the previous discussion. The email will be addressed to Lisa with a copy to Jenny button. I will be able to explain some of the actions which I have taken concerning the whole issue with some of the email extract and phone conversation. These include; first, an email should be addressed to Wanda to explain his actions and relationship with other staff members. He should be given a chance to explain whether he works to empower other staff members or works to destroy through exerting negative authority on customers. It should be known that conflict could be detrimental to performance. We should organize face to face meeting with the all team members to explain the happening before appropriate action. These will be in line of conflict resolution mechanism and in line with company objectives. Relates to: Item# 9 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response High: Email: Medium: Phone Call: Low: Meet with the person I will be able to respond through an email to Tamika Jerico, Group 7 senior analyst. I will try and explain to him the need of work delegation to ensure continuity of the whole work process even the absence of the team leaders and to ensure him that this is actually nothing to do with denying him the opportunity to perform his duty and hinder his career progress. I will be able to explain the need for team work in an organization, employee empowerment which eliminates mistrust and increase confidence. I will be able to give assurance message concerning his position as chief business analyst giving him our full support and need for him to show servant leadership by guiding and monitoring the whole process in his department. Relates to: Item# 10 Indicate priority: high/medium/low Response form (can select multiple options): Email Meet with person Phone call/voice mail Note to self No response I will be able to make a phone call and acknowledge that I have received the message that was left on the voice mail. The phone call will be made directly to the personal assistant to the CEO appreciating the extra miles she has gone to ensure that everything is well and the organization is running efficiently. I will be able also to make an email memo to inform the group members of the new development which has taken place giving a copy of the email to Judy Dench, Executive Assistant to CEO. I will be able further to direct team leaders to delegate the functions of the two offers to new team members until they return. Lastly, I will make a call to know the progress at the bank and any other assistance which they need and we can offer to ensure the success of the program. Total word count for section 1950 --- End of paper --- Read More