Management Team Running the Company and Interacting with the Staff - Case Study Example

A Report on Organizational Communication Student’s Name Institutional Affiliation A Letter of Transmittal Please an attached report on the various issues that you raised concern on. The report contains detailed information regarding the skills that the management requires for the proper launching of Orwell Seamless Integration Services (OSIS). The management after reading the report are going to b equipped with certain interpersonal skills that will enable them work effectively and efficiently with the teams hired. The report highlights communication skills within an organization. It has laid down the various communication procedures that a healthy company follows for the yield of quality services and or products. The report has also noted down the predicaments faced during communication between the management and the employee. It has been able to show the importance of proper and appropriate information to the staff, at the right time, to the correct people and also the right information. Other than communication, the report lays down various organizational skills. Organizational skills revolve around organizational processes, design, structure and authority. These organizational skills are going to aid the management in proper structuring and designing the company. The management also has been aided with information on making decisions and planning. There is no running institution that has no plans for work for a specific period of time and also for the future. Leadership in managers is a skill that has to be demonstrated to the employees. This should be a virtue between the staff and the managerial team too for proper running of activities in the firm the report has analysis on the control processes used by managers. Each company requires control systems for smooth functioning of operation in the company. Executive Summary This report aims at providing the management team of OSIS with various skills that will aid them in running the company and interacting with the staff. The report comes as a request from the Chief Executive Officer of this organization because she fears that the management is not well equipped. She has hired very competent workers who will run the services of this institution. She recognizes however, that there needs to be proper communication and flow of information from one level of management to another, for quality yields. Orwell Seamless Integration Services (OSIS) is an institution that brings computerized help in house based activities. The company has developed technology strategies that will aid in the management of home activities which include their help in providing availability of home apparatus. The C.E.O of this company has put down technological strategies into place ready for launch. She is however not contented with the competency of her management. This information on management skills has been acquired from various academic sources. These include schools that teach business and managerial skills. This report that she requested for, covers a wide range of details required by the management. They include the four functions of management, organizational communication, leadership, planning and decision making, and the control processes used by managers. The report draws the attention of the management to the various skills that they require in their operations such as those on organizational management. The report also recommends the use of proper communication skills to the staff by the management to avoid poor performance by a company. Table of Contents Letter of Transmittal…………………………………………………………..………2 Executive Summary………………………………………………………….…………3 Introduction…………………………………………………………..…………………5 Discussion………………………………………………………………………………6 1.0 The Four Function Of Management………………………………………..……….6 2.0 Organisational Communication……………………………………………………..8 3.0 Challenges Associated With Communicating Expectations……………………..…10 Conclusion………………………………………………………………………………11 Recommendations……………………………………………………………………….12 References…………………………………………………………………………………14 Introduction This report targets at addressing key issues relating to the management of OSIS. The C. E. O of Orwell Seamless Integration Services has incorporated into the company highly qualified individuals so as to provide quality services. She is not contented however, with her management team. She feels that the team needs some more training and also to be instilled with information concerning the effective and efficient communication between the managers and the workers of the company. The report therefore is a guide, with all details of organizational communication, to the management team. Georgina realizes the importance of smooth communication in her company, and knows that even while her technology is the best, communication is important. OSIS, whose chief executive officer is Georgina, is a computer oriented kind of business. It yearns to provide accessibility to house duties which includes paying of bills and other forms of computerized works. The C. E O has the technological works put in place. All she requires now is her managerial team to identify with their roles, which mostly entails their communication with the employees. This report has so much information relating to the roles of any managers in any organization. This information revolves on ways of making the organization yield and offer results. They include leadership by managers, touches on planning and decision making, organizational communication and control processes. This information has been borrowed from various academic sites and institutions offering business studies. This assures the reader of authenticity and correctness of information provided. The report assumes that the managerial team has little or no knowledge at all on the organizational communication skills. Discussion 1.0 The Four Functions of Management The success of every organization lies in the hands of the management of that particular company. The managers spend most of their time in trying to make the success of the company a reality. Most people believe that the work of a manager is to lead and control people only. This is wrong. For a manager to lead and control, there requires more skills than w think. The implementation and actualizatization of these skills requires the management to think critically and accurately (Tracey, Myers, Scott, 2006). The four functions of management include planning, organizing, leading and controlling. The realization of the later two is as a result of the success of the first two. The manager has to first plan and organize the works of the company, so that he is able to lead and control effectively. The fulfillment of such operations is quite difficult, and the manager has to use most of his time doing this. The operations and organization success of every company requires the managers to incorporate these into their schedules. The functions are not for any particular organization, but for every running business. The manager does not have to be a professional one, rather everyone who runs any business. These functions are used in every business including hotels, restaurants, bars, government parastatals, non governmental institutions among others. The failure of incorporation of these functions leads the company to zero efforts (Steve, Mumbay, Dennis, 2005). The efficiency of one step relies on the effectiveness of the others. They therefore need to be carried out carefully and in an organized manner. Managers cannot lead and control workers, without first planning and organizing the operations of the company. Planning This refers to a well defined record of operations that a company needs to look at and follow strictly, for the realization of a certain target. This process can be highly modified depending on the needs of an organization. The planning can also be done as an inter-organization activity. This is where a certain department or division of work requires special strategies to achieve a certain aim. The managers lay down the procedures and the action plan and they now look for ways in which the following of the set procedures is going to be realized. The management has to have effective relationships with the workmates in order to follow thaw set plan. The team under the management has also to follow the commands given at any time for the success of the plan to be realized (Steve, Mumbay, Dennis, 2005). Organizing This is the second and an important step in managerial functions. In this phase, the manager works to see that the set plan is followed. The management provides authority and assigns the team mates with roles that each need to accomplish for the success of the plan. The management team also has to provide the team under them with the appropriate resources required for the achievement of the set plan. They have to guide the team with every step of the plan by providing the necessary help. The organization should ensure that it has the required amount of workforce. Every piece of work in the company must have a staff attending to it (Tracey, Myers, Scott, 2006). Leading This step comes after the organization has been able to follow the set plan and organization of operations. The manager here acts an inspirational and motivational role model. An effective management does not issue commands to their subordinate staff. They motivate and inspire them. The manager encourages the team and gives them hope of the efficiency of the company in its operations. Managers acts as leaders. Leaders believe in themselves, the stand for what they feel is right and they work towards with they think is right to do. A staff with such a leader will be able to follow instructions from this kind of a manager, rather than a manager who leads employees in ways that he or she follows. The effectiveness of a company is therefore a dependant of the leadership skills with the management (Tracey, Myers, Scott, 2006). Controlling This is a very important step in the realization of a company’s success. This is where the manager comes up with a checklist on the achievements of the organization and the barriers to such achievement. The manager provides the necessary skills in ensuring that the barriers to quality production of services by the company to the people, has been solved. The aims and targets of the organization are first set, and followed. The management provides necessary correction measures for any deviation to the aimed course. A company’s success does not reflect on profits only, rather also the relationships in the company between management and the subordinate staff. Every running business requires there four managerial functions in order to yield quality services and products (Tracey, Myers, Scott, 2006). 2.0 Organisational Communication The success of every company is determined by the kind of information pathways in the same. The management has to incorporate proper communication between them and the workers below the. Wrong, late and non - precisive information may lead to failure of an organization. The basis of success for all human relationships is communication. Each organization’s management therefore needs to strategize on ways to provide proper communication channels (Steve, Mumbay, Dennis, 2005). Organizational communication generally refers to the flow of information between various levels in the organization. It also refers to the interactions between the workmates. Organizational communication is categorized into formal communication and informal communication. Formal communication is further divide into upward, downward and horizontal communication. Informal communication is referred to as grapevine kind of communication. This refers to communication that reflects on the needs of the employees and grass root level. This communication deals with their interests and does not include the company’s business needs. Formal communication deals with the needs of the company businesswise. It is communication between the management team between themselves, between them and the upper authorities and also between them and the subordinate staff (Steve, Mumbay, Dennis, 2005). Formal Communication It is classified into three forms. Upward, downward and horizontal communication Downward Communication This refers to communication from above to the minors below. For instance, the communication between the management team and the employees this includes information such as feedbacks from employees, plans and directions from the managers and also roles of employees towards a certain company goal (Tracey, Myers, Scott, 2006). Upward Communication This refers to flow of communication from below to the above levels. For instance the communication between a worker and his boss this information involves matters concerning the employees problems. Their take on the policies being implemented by the organization, fellow workmates predicaments and also their needs this kind of communication encourages the employees to work an extra mile since they have a platform to express their needs (Mcphee, Zaug, 2000). Horizontal Communication This refers to communication between positions in the government of the same ranking, for instance the communication between an operations manager of a certain department, and an operations manager of another department. This is mostly used whenever there is a joint mission between two departments. Problems are also solved on such a platform (Tracey, Myers, Scott, 2006) Informal Communication This is a form of communication that does not duel on the business side of the organization. This form of interaction mainly deals with the social life of the employees in the business and their interests. It provides a good working environment for the employees (Mcphee and Zaug, 2000). 3.0 Challenges Associated With Communicating Expectations Effective interactions between the management and the employees create a very comfortable and stable working environment and platform. The workers are able to concentrate of doing the best they can rather than addressing issues that are non business. Some companies do not provide a platform for often communication and interaction between the executives and the workers. Several meeting are supposed to be held in order to keep the business moving. The organization trough the occasional meetings are able to discuss various problems affecting the success of the company either positively or negatively. Employee and management issues are also are able to be discussed and hence making proper moves and decisions on progress of the organization (Tracey, Myers, Scott, 2006) According to business reviews, the management of every company should always focus on where the company is going right. Many organizations duel on what they do wrong that they forget to do their best. The managers should encourage their employees on working on their best part. This makes the business to grow fast (Maria, 2011). Communication problems usually occur in organizations due to failure of recognizing various communication faults. Failure of communication reaching all employees is a challenge associated with the assumption by the management, that the means used will be effective to every staff. Receiving inconsistent information from different executive heads, Failure to receive information at the right time, companies failing to give a clear outline of their future plans and what they expect to the employees, failure to provide necessary information to the right people, poor communication between the employees, poor interactions due to distances between various work division, and failure of departments and various divisions of work to provide information necessary for the achievement of the goals of the neighbor department. These challenges hamper effective communication and therefore lead to failure of the organization (Maria, 2011). Conclusion The success of every organization is based on its ability to interact effectively with the employees. The management requires the knowledge of the four functions of management. These include planning, organizing, leading and controlling. These functions must b carried out in a proper fashion for their effectiveness. The managers plan a certain detailed work plan that the employees need to follow. Organizing comes after this where the managers provide necessary resources and direction in readiness for the targeted goal. Leading depends on the leadership skills and the personality of the manager. Controlling takes place after all the three functions are in place. The managers checks on the achievements of the company and the deviations to that success, and provides necessary corrections for the same. Organizational communication refers to the channels and pathways for the flow of information in a company. It is divided into formal and informal communication. Formal communication is the interaction between members of a business in realization of the company’s goals. It is classified into upward, downward and horizontal communication. Another form is informal type of communication. This type duels on the social need of the employees and their interests. The communicating expectations of a company are hindered by various reasons. These reasons include failure to access information at the right time, failure of sharing information with the right people, poor interactions between workmates and departments, inconsistent information from the managers among others. Recommendations For an organization to achieve success, the management team should duel on the following: provide proper communication channels between them and the employees, they should act as leaders during their operation in the company, the management team needs to focus on using the four functions of an organization, they should provide consistent information to the employees, they should provide information when required, they should share their strategies and plans for the company to the staff, the ,management team needs to have good interaction skills with other departments and organizations and also the should always reflect on the success of the company and correct any deviations to the achievement of the goals. References Cheney, G., Christensen, L.T., Zorn, T.E., and Ganesh, S. (2004). Organizational Communication in an Age of Globalization: Issues, Reflections, Practices." Long Grove, IL: Waveland Press. Maria, G. (2011). "The Language of Competence in Corporate Histories for Company Websites." Journal of Business Communication: 482–502. Kenneth, G., Tojo, J. (1996). "Psychological Science in a Postmodern Context." American Psychologist. Vol. 56: 803-813 McPhee, R., and Zaug, P. (2000). "The Communicative Constitution of Organizations: A framework for explanation". Electronic Journal of Communication/La Revue Electronique de Communication 10 (1-2): 1–16. Steve, M., Mumby, Dennis K. (2005). "Engaging Organizational Communication Theory and Research." Thousand Oaks, CA: Sage. Tracy, S.J., Myers, K. K., Scott, C. W. (2006). "Cracking Jokes and Crafting Selves: Sense making and Identity Management among Human Service Workers". Communication Monographs 73 (3): 283–308. Read More