Management at Werner and Thompson - Case Study Example

Organization and management Organization and management Introduction This is a written to Beatrice who is a partner at Werner and Thompson. The report is an analysis of the problems in existent at Werner and Thompson between the accountant manager and the assistant manager. For any organization to be effective there is need for a clear outline of what each employee needs to undertake. There is equally a need to have a proper flow of communication that is reliable and efficient. According to Fielding (2005) communication is very vital in any given organization. This is because all operations are dependent on the members of the staff who have to be in constant communication. Any leader in an organization may find it hard to run the organization especially when there is a problem with communication. There are multiple reasons as to why communication in an organization may fail. In this report, some of the factors have been discussed in detail and especially those that affect Werner and Thompson. The report also has given recommendations on what should be done to improve the current situation in the organization. Overview of the situation There seem to be a problem particularly with communication between the accountant manager (Cathy Putnam) and the assistant accountant (Rashinge Gehan). The two employee work in the same department and as expected, they communicate regularly on issues pertaining their job. Working in accounts department needs allot of accuracy and precision. The existing problem is therefore a serious risk that can lead to huge losses in the organization. The accountant manager has been using face-to-face communication/oral communication. Majority of what the Cathy says is not understood by Rashinge because he is not an English Native speaker and his country of origin does not speak much English. This makes it hard for Rashinge to understand the instructions given and often has to consult with the rest of employees before doing his duties and responsibilities. According to Clausen (2006) language barrier kills communication. It is important to have a clear picture and understanding of the best communication tool to use especially while working with individuals of different origins and races. Factors affecting the communication Rashinge Gehan’s origin Rashinge, the assistant accountant is not a native English speaker and his home country does not use English often. He uses English as an alternative language. He is therefore challenged with understanding some of the information given to him by Cathy. As an employee, he is struggling to effectively and efficiently perform his duties and this in return may affect the whole organization. According to Mumby (2013), individuals who come from English non-speaking nations have problems with communication in English. There is need for any organization to come up with tools that will make it easier for them to communicate easily within the organization. Rashinge, on his part has not complained about his but instead consults with the rest of the employees in order to attend to his duties and responsibilities. Cathy’s communication style Cathy, the accounts manager on the other hand has been consistent with oral communication. She insists on face to face communication other than written and formal communication. This might seem effective only that whatever she says is not understood by Rashinge. Oral and face to face communication is powerful tools of communication but they have more short comings especially in a scenario where there are people who do not understand the language in play. Rashinge is most probably conversant with English but might be having a problem with articulation of words from Cathy. Cathy on the other hand is not aware that Rashinge does not understand what she says and therefore expects her instructions to be acted up on. According to Krizan (2006), one of the main challenges with oral communication is language barrier. Whenever two parties are communicating but they do not understand the language in play, the message is irrelevant and so is the communication process. Werner and Thompsons communication process According to Koontz & Weihrich (2007), every organization needs to establish a system of communication among its employees that will facilitate effective communication. The system of communication should be applicable and relevant to all the employees. Werner and Thompson has given room for Cathy to communicate through oral and face to face without considering the effectiveness of the method. This process has disadvantaged some people like Rashinge. Cathy does not make formal and written communication to the junior employee and this affects their performance and the productivity of the organization. The problem facing Rashinge, might be affecting other members of staff and this is risky considering that Cathy works in a very sensitive department. However, this should not undermine the relevance of other departments in the organization. Difference in personality It is quite obvious that these two people have different personalities and this might have contributed to this problem. Cathy seems to be more social and outgoing. It is easy for her to communicate through face-to-face than write a formal communication. On the other hand Rashinge is an introvert and reserved to his thoughts. He does not tell Cathy that he cannot understand what she says no matter how many times she speaks English to him. However, he is open to other people and that is why he is able to consult. According to Tosi & Pilati (2011) personality differences can lead to so many differences in an organization. As employees work together, these differences are prone to come up and therefore it is important to have a system that accommodates these differences and need to say that these differences should be turned for the benefit of the organization. Recommendations Rashinge should be given further English lessons in order to improve his efficiency in the organization. Majority of organizations use English as the official language of communication. English is a universal language and any professional needs to give it a priority in order for them to remain relevant. As an employee of the organization, plans should be put in place for him and other employees who might have the same problem. Vocational programs and other learning programs can be incorporated to suite this need as it is very crucial. There is also a need to inform Cathy about the challenges faced by Rashinge as she might to aware. With such information, Cathy will be able to use alternative means to give instruction to the employees. This will also help her improve on her articulation of words which seem to be affecting communication. Werner and Thompson needs to establish a better communication process that will be able to work well with all the employees. By allowing Cathy to use oral communication has disadvantaged other employees like Rashinge. This method also leaves no record of instructions given from a senior member of a department to their junior. This is a hindrance to accountability and the flow of information cannot be traced. Rashinge can easily claim that he was not informed since there is no proof to substantiate that he was informed anything. A formal and official communication process based on written documents, emails, memos and notice should be used for communication within the organization. With such platforms, the employees will get enough time to ponder on the details of the information and can make references whenever something is not clear. Formal communication has an advantage of creating a record that can be analysed later and acts as proof. It also helps give information authenticity it deserves. Werner and Thompson should give out a well detailed description of each employees duties and responsibilities in the organization. This will help reduce the need to communicate regularly by the accountant manager to their junior staff. Rashinge does not necessarily need to receive instructions regularly from Cathy concerning his duties and responsibilities. Instead, the organization needs to make it clear on what is expected of them and at what time. This will limit communication to only necessary issues when they arise. This can be done by having weekly briefings that will be communicated in written form through emails as well as printed. There are employees who find it easy to perform their duties whenever they have a clear description of what they are expected to do other than wait for instructions on what next. With a well organized list of duties and responsibilities, an organization will reduce the time spend in communicating and employees will be independent in executing their duties and responsibilities. As every employee has a different personality, an analysis should be done regarding this differences and then utilize them to improve the performance and productivity of the organization. The best way to utilize this is to allocate employees duties that can be executed best with people with specific personalities. People with similar personalities should also be encouraged to work together as they are likely to understand each other and work in harmony. Personality differences leads to difference in organizational behaviour. By understanding these differences, an organization can positively influence its own behaviour to suite its productivity and performance. Conclusion There is no doubt that the communication between Cathy and Rashinge needs to be improved. The effectiveness of the accounts department is largely dependent on these two individuals and hence the necessity for this improvement. Rashinge needs to improve on English whereas Cathy needs to improve on articulation of words. The organization equally needs to improve of the communication process and system. A more reliable avenue should be in place other than use of face to face and oral communication. The organization also needs to do a personality study of all its employees in order to ensure that the differences do not bring a negative impact to the general organizational behaviour. References: Top of Form Fielding, M. L., & Fielding, M. L. (2005) Effective Communication In Organizations: [Preparing Messages That Communicate]. 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