Lead And Manage Workplace Relationships in Kuwait Petroleum Company - Case Study Example

Lеаd аnd Mаnаgе Wоrkрlасе Rеlаtiоnshiрs Name Institution Date Introduction Kuwait Petroleum Company supplies oil and gas through its diverse business activities which encompass various aspects such as onshore and offshore, production, transportation and retailing (Kuwait Petroleum Company, n.d.). Its goal is to become a large player in the global petroleum industry. It has several subsidiaries and therefore should work towards enhancing is a performance in line with international bossiness. In order to achieve this goal, there is obvious need for the flow of information among all levels of management in the company. This will eventually, through wide appreciation of communication strategies and process ensure organization addresses issues and ensure that management embrace change. Goal The goal of this communication strategy is to ensure that all staffs have access to all the information within the organization they require enabling them make informed decisions and maximize production. Objectives 1. All employees to understand KPCs vision, mission, and its key organizational developments. 2. All senior management teams embrace the new communication changes, and these decisions are effectively communicated to the staffs. 3. Staff understands and knows their job roles and performance expectations 4. Ensure that cohesiveness is maintained in the organization, and the staffs are aware of what to do. 5. To identify and develop effective channels of communication within the organization which will serve the exchange of information between senior management teams to enhance the coordination mechanism ensuring that the overall communication and visibility goal is successfully reached. Key messages The messages given need to reflect the changes in strategies and processes in managing communication and information flow within the organization. These key messages have been having identified as: • The company encourages members of staff to share information and cooperate in decision making. • Senior management team embraces the new communication changes to ensure there is cohesion within the organization. Target Audience Senior management The senior management will be crucial in ensuring that the changes in communication strategies are embraced at ease. The changes in the communication strategies and processes will help them manage communication and information flow between them and the team members to ensure that there is cohesiveness within the organization. The senior management should embrace these changes so that they can be effectively transitioned to other employees. In other words, they should understand they play a key role in the change transition. Team members The team members should also understand what changes are being made in the communication strategies and process and why. They should also understand the role they suppose to play and how they can input. Involving the team members in implementing change is important so that they can feel that they are valued and viewed as part of the organization. Individual employees The employees should know what the organization is doing to ensure there is an effective flow of information within the organization. It is important for individual employees to understand the need for change so that they can work towards achieving it. Methods of Communication E-mail Emails on minutes will be distributed to all employees by the senior management. The newsletter will be sent on a monthly basis to all employees rather than sending a single email on everything communicated to make it easier for the staff to recognize the newsletter as being worthy to read. Then an overview of the Board decisions can be provided at the staff meeting. Face to Face meetings Face to face meeting can be used to communicate the communication information to the team members to engage and motivate them to embrace change. Meetings will also be used to communicate the update of the communication process, and share an overview of the communication process progress. Furthermore, it will provide a perfect place to discuss feedback from the team members and discuss any improvement which is necessary to improve the functioning of the organization. Therefore, team manager of the meeting should ensure there is enough time for the team managers to provide feedback. Provisions to facilitate bottom-up Consultation Once an internal management review of the organization was conducted, it was determined that there were several areas where Kuwait Petroleum Company internal communication that needs improvement, for example, employees working condition and job roles and performance expectations. Employees Working Conditions In regards to employees working conditions, several issues were identified such as inadequate consulting, leading to the risk of compliance and implementation of improved processes and too little bottom-up from employees to management. Several provisions can be used to facilitate the consultation from employees to management in each case. In regards to too little bottom-up from employees to management, the senior management will organize for the distribution of email to all employees concerning items to be discussed before a meeting in order to solicit their feedback. As a result, this will allow all staffs to air their views and contribute to the growth of the company. In addition, a staff representative will be appointed to represent issues raised by the employees with the board and senior management team. In regard to inadequate consulting, the senior management will distribute minutes from the board meetings concerning their working conditions and pay through individual employees emails. Then, an overview of the boards decisions will be provided by a senior management during the monthly staff meeting. Employees job roles and performance expectations In regard to employee job role and performance, it became clear that KPC staffs were either unaware or uncertain of the Kuwait Petroleum Company goals, ethics and values and what they are expected to achieve from their job roles. To address the issue first, the senior management should provide guidelines of what their jobs entail. Secondly, the management should perform employee performance appraisals annually to evaluate whether they are performing as well as identify ways to make them they can improve their performance. Grievance Procedure Purpose Kuwait Petroleum Company aim is to ensure that staffs with the grievance in the workplace can use this procedure to resolve them faster. Discussions If a team member has a grievance should discuss it with the team manager. However, if these are not possible several stages may be followed: Step1 – statement of grievance If they feel that issues are not resolved, they should put their grievances in writing to their immediate manager. Step 2 – the grievance meeting The manager should respond in short period, in writing, requesting the individual to attend a meeting, which should be scheduled within a week. The employee must attend the meeting, however, if unable to attend then he or she must contact the manager on writing to plan for an alternative date. After the meeting, the manager must write informing the employee of the decision and indicate they have a right to appeal. Step 3 – Appeal If the grievances are not resolved satisfactorily, the appeal is made to senior manager and the employee receives a letter to attend appeal meeting. The senior manager informs a decision, which is final. Communication and Consultation Consultation at Kuwait Petroleum Company was necessary to determine the needs of employees. The company consults on matters which are likely to affect the employees, health and safety, mutual understanding of team goals and organizational values, slow and ineffective communication, inconsistency in handling grievances and poor sense of employees engagement within the workplace. Consultation on Health and Safety Consultation on this issue is crucial as it allows the senior management and employ in solving and improving the outcomes for employee's health and safety. It is important to consider employees input on health and safety issues to enhance the cooperation between the workers and management in resolving health and safety issues. Also, it allows the manager to understand the problems the employees are facing relating to health and safety. Working together also enhances the decision making as it gather ideas from both sides regarding health and safety. Strategies Meaningful consultation enables employees to contribute and shape their decisions regarding health and safety. Consultation is made through a health and safety representative, and the manager must provide information about the matters that is intended for an employee. Media for consulting Meetings will be used between employees, supervisors and health representatives to consult on health and safety. This information should be provided to the staffs in a timely and easily understandable manner. This allows them an opportunity to express their views, raise concern as well as ask questions and be involved in the problem-solving process. Activities The employees’ views and ideas will be considered before any decision is made so that they can be part of shaping health and safety decisions. Feedback The employees feedback will also be taken into account, and then communicate back to them the decision that has been made as well as the reasons for the final decision. Consultation on effective communication Consultation on how to improve communication between of improved process is necessary to ensure there is cohesion within the organization. Strategies for consultation The senior management team will ensure that newsletter on improved process goes to an individual employee. Then, newsletter will be provided on a monthly basis with employees news as well as communication process updates. Activities for consultation There will be a social gathering for staffs where they can give their views regarding the communication process. Feedback This information will be providing these views to the communication manager. References Kuwait Petroleum Company. (n.d.). Management Model. Retrieved on 18, November,2016 from https://www.kpc.com.kw/OurPeople/pages/Management-Model.aspx Read More