Managing Across Generations in the 21st Century - Example

Introduction to management assessment 2 Name: Course: Tutor: Date: Table of Contents Table of Contents 0 Introduction to management assessment 2 1 Executive Summary 1 Introduction 1 Body 2 Conclusion 12 Recommendation 13 References: 15 Introduction to management assessment 2 Executive Summary Government organizations deal with so many departments and managers handle different activities. It is vital for these managers to be aware of the management theories used by leaders in their organizations. Handling and dealing with a diverse workforce is difficult, but it is essential to understand and incorporate all their needs for the smooth running of organizational activities. This paper is all about the management theories used in solving managerial problems within the organization. It is going to touch on different theories and recommendations for the managers to apply. Introduction Management theories play an extremely vital role in organizations since they classify major and applicable managerial knowledge. That is, they provide a focus that is stable in understanding organizational experiences thus a criterion of what is relevant is provided. They also enable managers and the entire organizational workforce to communicate effectively, which has seen many of them move to more complex relationships (Sias, 2009). Lastly, theories of management have enabled us to learn more about the world by challenging us in many different situations and instances (Ferraro, Jeffrey, and Sutton, 2005). Managers use theories in their departments so as to have full capacity to avert the future problems that may occur in the entire organization. Contemporary managerial approaches applied include planning, controlling, leading, organizing, communication and the environment (external and internal). In this case, the government organization has all the required resources in ensuring that all their employees in various departments are comfortable in their positions and hence meet objectives, mission and goals of the organizations. This is achieved through the employment of employee satisfaction techniques suitable for each scenario and theory. Body Planning theory is essential in enhancing the development of products and ventures, speeding decision making, better resource management techniques and clearer objective identification. Dissatisfactions of Generation Y’s working for the organization is a serious problem that needs to be tamed in order to provide them with vast career opportunities available in the firm. It is therefore considered wise for the management to plan and organize the staff in a way that sets patterns that allows other activities to be achieved. It enhances the future performance of the organization by delegating tasks to specific generations best suited to achieve best results by using the resources well. This gives the generation an opportunity to be satisfied and enjoy their working conditions. As a result, the staff becomes friendly and promotes achievement of organizational goals. Managers will need to evaluate the environmental forces of their employees as it contributes greatly to building career opportunities and organizing the departments in a way that incorporates the skills and knowledge of Generation Y. The Human Resource personnel should be given the chance to remunerate the Generation Y members (Hill, 2002, p.62) by giving them the opportunity and chance of using their talent and skills in performing departmental tasks. This fosters in them a sense of responsibility and thus, encourages them to work harder at ensuring that career opportunities are diversified in their organization. This brings about competition and therefore, Generation Y staff, will be competent and efficient in solving their problems and performing their roles and responsibilities in their various departments. An unfriendly staff is prone to problems that include misunderstanding, lack of communication and unproductiveness in departments among others. It is then wise to promote activities that bring the staff together by introducing social events like seminars, which educate them more on how to interact with each other at the office. When the work is boring, most staff members engage in activities that lead them to engage in unproductive activities that waste organizational resources and time. As a result, managers should be in a position of engaging in activities, talks and debates that revitalize their minds into thinking productively and keeping them on the alert. Through planning and organizing the departments, the managers will be able to achieve this. Consequently, games can be introduced to foster their sense of collaboration and hence they will be able to foster partnerships that bring about mergers in different departments. Excitement in the work environment enables them to be efficient, productive and effective in their tasks as employees. They will also be creative and innovative thus bringing about innovative ideas that boost the work performance of the organization. Work environments need to be suitable for employees in order to enable them have a balance in both their work and home life to be able to be productive in their departments. It is therefore, necessary for the management to organize and incorporate programs that give balance to their living conditions in order for them to have a competitive staff. In this case, it is better for them to allow their employees to choose a suitable place and time for them to be able to perform their best and give the organization better results. By organizing their home and work life, Generation X will be giving their managers their best time of working. This enhances their sense of responsibility and encourages them to be organized in doing their tasks. Generation X (Hill, 2002, p.64) is a part of the organization and as such, the management should be ready to meet their needs, and demands in order for them to be competent members. They will only be ready and willing to serve the organization if their requests and demands are heard and met. As a result, it is recommended for the human resource managers, to create schedules that incorporate their personal needs, which contributes to their levels of performance. Generation Y has a different work ethic than the Baby Boomers. They believe that there should be a balance between work and social or family life (Sheahan, 2005). Generation Y believes that high salary or better status is not very important compared to a good work-life, which is important and lasting. They are the victims of the work ethics of the Baby Boomers (Hill, 2002, p.65) who worked all throughout their lives without having time for their families (Beschorner, 2006). The increasing number of Generation Y in the workforce is a challenge to the management of today as it gives dominance to intergenerational (Dealing with your new generation mix, 2004). Managers should be able to identify and address all motivational needs of the Baby boomers, Generation X and Y. This will give them an opportunity to reach out to all their generations and meet all their needs without following company work ethics. Generation Y is lazy because of the enhanced technological levels that have given them the chance of multitasking; and finding shortcuts when it comes to achieving their goals. Despite of this aspect, they are competent, productive and efficient, but need guidance and counseling when it comes to work ethics in their environment of work (Sheahan, 2005). Baby boomers in this case should accept the upcoming new ways that enable Generation Y accomplish their specified departmental tasks. On the other hand, Generation Y needs to demonstrate their seriousness during working hours, to the baby boomers, by simply performing their tasks in an efficient manner. They should show their competence by adhering to the company's set rules and regulations thereby reducing their chances of conflicting with customers and management. Regardless of Generation Y’s being tech savvy, they should put into consideration the traditional methods that were used by Baby Boomers. They should embrace some of the techniques and strategies in solving their problems, which reduces the chances of staff being lazy and dependent on technology, which can fail at any minute. Regarding Generation Y’s work ethics, the best thing to do is to offer them work schedules that are flexible; and developing a culture that promotes pleasant; and positive work environments in achieving departmental goals. In this case, they should readjust their entry-level positions as it contributes to their attitude towards work and spills down to their performance levels. During working hours, this generation should be trained and controlled on how to minimize their chances of engaging in chat forums (Internet) by minimizing their chances of being able to access sites like Facebook, twitter and other social networks. This is a way of increasing their concentration levels and reducing their chances of conflicting with their leaders. Therefore, during their free time they should communicate freely with their friends. By so doing, the staff will also meet their required targets and achieve all organization goals and objectives. Controlling as an ongoing process is a good determinant on meeting target goals and evaluating employee performance. Control theory is vital for managers who are able to use all control system elements in rewarding the performance of their staff members. Stress also brings about higher chances of staff members falling sick and hence reducing their chances of being productive. Above all, if specialization and division of labor by leaders is practiced in the departments, it leads to efficiency and higher levels of productivity (Adetule, 2011, p.8). Absenteeism of employees should be avoided because it encourages the workforce to pile work and leads to backlogging of work. This also leads to overworking employees, which reduces the chances of achieving organizational goals and objectives. Managers of various departments should plan activities that will act as stress relievers and thus, will ensure that all their staff members are fit to handle departmental tasks in a productive and efficient manner. Understanding the diverse needs of each staff member thus being able to handle a situation in which a certain member of staff maybe undergoing is important. Hence being able to assist them in whatever way they can thus reducing the occurrence of stress among staff. Managers should be friends with their employees and thus, they should interact freely with their employees and find out how they are fairing in their current work positions. Designing for future success within an organization is essential in order to set priorities, forecast future problems and anticipate political realities that contribute to stressing the workers. Overworking among staff members also affects work relation among staff members and thus, they should be encouraged to practice division of labor and specialization. By so doing, the managers will be giving them a chance to use their expertise and knowledge in meeting organizational manner in a way that will encourage team work and foster good communication skills among the different departments. In order to avoid such situations (stress and overworking), the department should provide them with a schedule that puts into consideration the needs assessment of employees. They need to revitalize their energy by interacting with other staff members and engaging in extra-curricular activities. This promotes exchange of ideas and fosters cooperation and understanding the whole organization. Therefore, the smooth running of organization’s activities is promoted and enhanced through proper planning methods that articulate clear organization objectives. Overworking staff and stress can be managed in any organization by employing Fredrick Taylor’s Scientific Management theory. It advocates for even sharing of workload between management and the workers. By breaking down complex tasks into subtasks, the management will be optimizing subtasks performance and enhancing cooperation in close interdependence. This will reduce the chances of overworking the Baby Boomers and increase their levels of performance. On the other hand, stress among the staff reduces their chances of being productive and therefore, departmental managers should look for solutions of reducing the chances of employees being stressed by ensuring that strategic planning is employed. This is a good way to reduce stress since it gives them the chance of airing their views, opinions and complaints at all times. It is a way of ascertaining a set of managerial goals. Managerial planning is the implementation of strategic plans by combining organization resources, which aid in fulfilling all objectives and missions associated with the organization. Communication is an important tool that should be exhibited at all times in any organization since it ensures that there is a better interaction between the management and staff. This will ensure that management can be able to understand how each staff operates and performs when given a certain function to do. Transfer of information in departments is possible through communication (verbal or non-verbal) for it creates an attitude in the workplace (Kriel, D. Singh, A. de Beer et al., 2005, p. 18). Administration reforms and structures help in overcoming influences causing distortion in communication within the organization. By practicing democratic rights of individuals and education promotion, the organization will minimize communication breakdown. They will also be able to use the knowledge gained to ensure that the organization runs smoothly by exchanging ideas on how to foster a strong relation among different departments. They will set a good example for other companies and groups to pursue and hence increase their boundaries and embrace globalization. Mary Parker’s concept of management comes in handy in this case by promoting the application of the universal principle, which is a two-way communication (May and Mumby, 2005). Therefore, it is a circular response that gives emphasis on feedback to the sender and hence, ensures that the organization works in a collaborative way in meeting its goals and objectives. In order to reduce errors made by staff members during data entry processes, the management is required to control all the activities of their employees. This is geared towards the attainment of organizational goals and making corrections regarding financial and information of customers. In order to achieve this, the managers should control all training sessions and seminars that give them the basic knowledge and skills on how to be professional in performing their tasks. Customer files and filing methods is essential for staff members to adhere because it meets the needs presented by different clients. As a result, it decreases the chances of breaking the rule of confidentiality of information in the department and between the customer and organization at large. This also reduces the chances of wasting time and money of their clients and thus, restores a good relationship with their entire client base. Use of systems approach of controlling employee proceedings in the organization, managers will be in a better position of solving data entry errors made by their employees. It is widely recommended that this approach be considered as it gives preference to how systems within the organization are functioning. Therefore, employees of an organization will be ranked according to their work competence and accuracy in handling customer’s files. Re-engineering projects help in reducing constant complaints from customers since they ensure that their workforce is thoroughly conversant with customers’ needs, which are essential. This knowledge is going to help the department in solving and curbing problems arising that directly affect the participation (Loughlin and Barling, 2001) of the consumer to the organization’s mission and vision. These projects also focus on improving the way the customers relay their complaints and interact with staff in the organization. Elton Mayo describes the Behavioral School of thought in a manner suggesting that peer group influence in the organization is high and therefore, within the workplace, managers are recommended to introduce informal groups. Total quality management approach by managers is best suited for this problem since it gives focus to the needs of the customers. Therefore, managers will give preference to the quality of produced products and services of the organization and thus, maintain high quality goods and services. It is essential for management to be aware of how their client base is handled. This gives them a chance to counter attack existing problems and hence increase their target market and clientele. This will give the organization a good image and as a result, competitors will be alert to reduce creating a big gap between them. Controlling Generation Y in order to reduce the high attrition rate achieved by them is essential in ensuring that customers are not lost to other competitive organizations. Considering that Generation Y is tech savvy, it would be wise for managers to formulate leadership strategies that will minimize their high attrition rates. This will enable them attract more customers to their organization, which will mean that, their production will also increase. Paying attention to Generation Y staff is important as it gives them the chance, opportunity and privilege of sharing their ideas and skills with other members. Generation Y members are more positive to working and open compared to Generation X because of their respect for accomplishment and ability. Generation Y staff lack skills when it comes to dealing with difficult customers and this increases their attrition rates. They are also impatient when it comes to handling their clients, but it is vital for the management to solve this problem by identifying their instant gratifications and assigning them special projects. This increases co-operation, and understanding among employees and thus, problem solving techniques will be enhanced. The administrative approach is recommended for this problem since it gives the management and employees a chance of interacting and exchanging ideas and opinions on ways of improving the organization. For Generation X, reduction of their attrition rates will see to it that the organization’s customers are increased and managed in meeting their needs. Social workers value the human relations theory since it emphasizes on human interaction. The social factor is important in ensuring maximum productivity in an organization. Furthermore, managers should carry out an investigation on how they can help reduce the high attrition rates in the organization. The research and development team should be ready to work extra hours in order to reduce this calamity and maintain the high standards associated with government institutions. It is evident that research and development should be practiced so as to increase confidence among staff members on how to handle their employees. Leading employees with the aim of attaining organizational goals, it is important for managers to motivate them by influencing and forming groups that are effective. The work environment is also an important aspect that should be put into consideration in goal attainment since it is an avenue that ensures interaction of employees and their natural resources. The environment is an essential part for the managers to put into consideration when it comes to motivating the employees. The external and internal environment of the organization contributes greatly towards motivating their employees in order to increase productivity of the organization. Motivation in the workplace is essential in ensuring the achievement of goals in every department of the organization and therefore, managers should cultivate it at all times (Kriel, D. Singh, A. de Beer, 2005, p. 18). Motivating employees is the key answer to attaining an organization that is more united and ready to handle challenges that come their way. For this reason, the management and department heads should come together and discuss the open avenues that will lead to the growth and success of the organization that meets all the demands of their customers. A recommended solution in such instances is to engage the employees in giving their suggestions and opinions on how they can be assisted. The staff’s motivational stimuli is external and require things like money, bonuses, a benefit package and organized activities among others. Managers should use McClelland’s theory of needs, which relies heavily on gender and culture, but in the contemporary times, it has given prevalence to achievement, affiliation and influence as it main drivers. However, the managers should recognize the dominant needs of each employee in order to know the way of motivating that employee (Sapru, 2006). According to McClelland, achievement is mainly characterized by the wish of staff members taking responsibility. Also, finding solutions to existing organizational problems, handle complex tasks, get feedback on success levels and set their goals. Affiliation on the other hand, is their need and desire to belong, concerns about interpersonal relationships (Sias, 2009), a gratification of teamwork and reduction of uncertainty in the organization. Lastly, power is illustrated by a need to control, influence, win arguments, prevail and persuade. The Interpersonal behavior approach is also a good theory to apply in this case because it gives knowledge to individual psychology. Conclusion From the research carried out, it is evident that the organization needs to be equipped with management theories in order to solve existing problems. Many of the contemporary theories that include planning, organizing, controlling, leading, the environment and communication share the same ideas. Therefore, the staff and management should work together in increasing their work performance. Communication is two-way thus feedback of information between departments in the organization is vital for the smooth running of activities in the firm. Overworking workers and stressing them only leads to poor performance levels that need to be managed by leaders. As a result, a work schedule should be formulated to suit the needs of all their employees by creating a balance between their home and work life. For this balance to be achieved, both employees and management (Koontz and Heinz, 2006) need to exchange their ideas and come to an agreement concerning their obligations to the organization. This will foster a culture that promotes trust and consideration of their employees’ needs and demands. Boring working conditions also contributes to the productivity of the organization and hence, leaders and employees need to strategize on ways of improving and engaging their employees. By employing motivation as a technique in the organization increases productivity and performance of their staff. Recommendation Planning and organizing favorable working schedules will eliminate dissatisfaction among Generation Y and promote career opportunities. By organizing tasks for the employees, it will promote a favorable work environment that is friendly and reduce boredom among staff. The work environment should balance both work and home life in order to increase productivity. Through organizing Generation X staff, the management will be in a better position to meeting all their needs and meet organizational goals. Managers need to be able to control their staff and be ethical in performing their tasks in the organization. They should show their competence by adhering to all the rules, policies and regulations laid down by the management. Through control, the management should promote division of labor and specialization in order to eliminate laziness among Generation Y. Strategic planning of staff tasks eliminates stress and overworking of staff members in the organization. Managers need to plan all the activities of their employees to ensure that all of them have an equal portion of work and reduce favouring other individuals which leads to overworking others. Communication is two-way and thus, the management should be ready and willing to listen to the views and opinions of their staff. Communication between departments and managers is essential in ensuring the smooth running of organizational activities. Managers should ensure that effective communication is maintained in the organization to foster change for Baby Boomers. Controlling theory of management helps in eliminating data entry errors caused by employees. By ensuring that staff members are performing their tasks in a professional manner, customers’ documentation will be highly professionalized. Managers need to lead their staff in a way that is ethical in order to reduce customer complaints. It is recommended that managers use their leadership techniques in eliminating complaints by customers and ensuring that the needs of their customers are met fully. Managers need to lead their staff in a way that is ethical in order to reduce customer complaints. It is recommended that managers use their leadership techniques in eliminating complaints by customers and ensuring that the needs of their customers are met fully. Leading and environmental issues contribute to motivation of employees in an organization. Managers need to apply strategies that add value to the employees and hence contribute to increased work performance of their employees. References: Adetule, P. J., 2011. The Handbook on Management Theories. Bloomington, IN: AuthorHouse. Beschorner, T., 2006. Ethical Theory and Business Practices: The Case of Discourse Ethics. Journal of Business Ethics 66 (1), pp.127-139. 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