Roles and Responsibilities in the Organization - Example

I am Martin Hike and I am working currently as the junior assistant to the Manager as the Internee Officer. I have joined the Hotel Mantra Parramatta few months ago. It is about my third month going on with the organization. Basically I am occupying a position at the Interdepartmental department which is responsible for the coordination of the different internal departments. The various departments of the hotel are responsible for controlling the complete functions of the hotel in a best possible way. The extra ordinary service of the Hotel Mantra Parramatta is no doubt the result and outcome of the excellent coordination b/w the various departments, which would have been otherwise impossible for the proper working. In terms of Hotel management this department of interdepartmental coordination is regarded as Management department that is actually involved in verifying the roles of every department and thus identifying the roles and responsibilities if every individual in the hotel. This is actually the organizational management that is involved in this particular field. Roles and Responsibilities in context to every department: General Manager: The general manager is responsible to oversee all the major departments of the hotel thus monitoring the guest’s arrangements, customer’s satisfactions, entertainment, front desk, finances, team building, maintenance, finances, and staff development. The General Manger in Hotel Mantra is my direct boss. His name is Mr. Jones Stephaney. He is a very responsible man who is responsible for the delegate responsibilities of the Hotel, organizing all the projects and interdepartmental activities, aligning their efforts, and establishing the projects which are fruitful and necessary for the hotel interests and growth. My General Manager is no doubt highly qualified person that holds a vast experience for the business environment and growth that literally supports me time to time to get the maximum lesson out of this. Assistant General Manager: The assistant General manger is responsible to support the General Manager in all his operations. This ensures the strong inter communicational skills along with the strong leadership abilities. I am acting at this position as an internee. With respect to my position I have to perform a lot of responsibilities at this position in assistance to the General Manager. The very first thing which I have learnt after joining this Hotel Mantra is the responsible positions at the hotel and their duties. First I was told about all the departments that are present in the Hotel and the understanding and realizing the roles and significance of every role. This led me to understand deeply each and every aspect of every department also evaluate the aptitude and nature of the work that is done by each department and thus this understanding will then later on help to support the management of the affairs. Methods and techniques I learnt from my boss for coordination improvement: Before going to the introduction of the hotel and its departments the very first thing I was taught by my boss about the techniques and methods to introduce coordination among different departments. The various coordination tools that are nowadays being used to produce a better organizational coordination are; Shared Calendar: The use of shared calendars is an important tactic to bring in all the departments in close association with one another and thus building up in organization coordination of the department. The shared calendar is use to display or communicate the important events, dates of the meetings and for the sharing of your important events and happenings with other team members. The shared calendar will actually tends to arrange the meetings and different important events together for each department and thus coordinating the best management. This brings into a better coordination and the meetings can be well planned and organized. There is different software and different agents present in market that offer services for the shared calendars in order to enhance the coordination. Moreover nowadays there are also special courses that have been introduced via business management that will teach for the handling and usage of all such coordination enhancement tools for your business interest and promotion. Instant Messaging: Another key aspect to achieve an improved level of the coordination is the efficient communication of the team members, other staff members. The organizational management should ensure an easy way to transfer messages from one department to another department. For this some software may help you to transfer the information within the departments and thus saving the loss of any information outside the organization. Instant messaging service will provide your urgent transfer of the messages within the team members of the organization. There can be various ways that can be adapted to support for the Instant messaging service within the departments and this will surely lead towards a better coordination mechanism b/w the departments and the different people that are playing their roles in their different positions. These new methods for the instant messaging should be explored further and needs to be discussed for better adaptation. Web self service: Another aspect is for the improvement of the coordination is the introduction of the web self service. This can help to cover the customer supports service which results due to lacking of the coordination among the service departments of the Hotel and its management. This web self service is nowadays provided by the specially designed software by various agents thus we should better get help from these agents to get maximum information for the coordination and cooperation enhancement. I am also thinking of some other ways to gather more and more information about the web self service and also about its careful usage and handling. Shared documents, reports and Tasks: This is the main techniques that I learned to increase the coordination by the use of the increasing the sharing of the documents and reports b/w the different departments. This allows the full team to share and use all those documents collectively and understand the gaps b/w the team members. I was given the below outline of the documents and details. These shared documents and tasks actually play a role to bring the different departments and the personals of different departments close to one another. This will cause them to interact with one another as maximum as possible. The more these people are going to interact with one another the more they will get closer to each other. Week Wise summary for the introduction of the departments of the Hotel Mantra: The housekeeper department was the first one about which I was told in detail initially. Actually this is the major department and is considered to be the active department. According to the introduction and the details that Mr. Jones told me along with my first visit of all the departments and their introduction I started to develop the roles of every department along with their targeted goals and objectives in my notes. Every person in the downstream has his own particular role and importance in the management of the hotel and are thus important part of the hotel. The deep understanding of this department of the hotel will give a lateral understanding of various persons and the roles each of the people is responsible for. This is the setup of the housekeeping department that I have understood. The Housekeeper is the most important person who is in actual responsible for all the activities and the management of the housekeeping department. The details of this department that I have been cleared areas; Housekeeper: The housekeeper is responsible for the operations of the house keeping and the cleanliness in the hotel. His major responsibilities include staff training, Interpersonal communications and staff scheduling. The Housekeeper is a responsible person for the mission statement of his department “Friendliness & Cleanliness”. This position requires strong leadership abilities to effectively deal with the department heads, guests and team members. This man is in fact responsible to coordinate the interpersonal gaps that are if created within his department fellows and among the other department personals. Next was my understanding about the sales department. In my next week of understanding I used to spend most of my time with the sales department communicating and understanding with their majors and the responsibilities of each person of this department and to understand their needs and demands closely. Sales Department: With the passage of time that I continued with the sales team I realized that the sales department is one of another very important department that is going to play an important role in the growth of the organization. The organizational management of the Hotel needs to be keenly look after the needs and the comforts of this department as this is the revenue generating team of the Hotel and is responsible for the every successful deal of the Hotel in market. The various roles the sales department plays for the hotel growth and its client’s satisfaction thus these roles need to be understood and evaluated from each and every aspect. Director of Sales: For understanding the complete effectiveness and the coordination roles relative to the sales department, my first requisite was to be familiar and judge the core responsibilities and roles of the sales department. The director of sales is responsible man for creating the occupancy and the average rates of the hotel. He is the man who is responsible for affixing the average daily rates of the hotel and all sorts of the services and group reservations. He is the man who is involved in all the major group and official deals of the Hotel with its major clients and thus ensuring the level of the services which are in the recent demand of the customer. The director of sales controls the whole sale effort via the sales manager and its sales team. I was directed that I have to pay special attention to the demands and the coordination of the sales department with all other departments thus to ensure that there should be no backlog matters which may create the lateral disturbance and nuisance. These instructions made me realize the broader value of this department and its roles and significance. In due context with the instructions and my responsibilities I started interacting with the director of sales and sales manager myself in inculcate that what may be the possible things that needs to be done in order to support them and resolve their interdepartmental issues. They indicated that the deliver department and the housekeeping departments are not in confidence with them and are also lacking their responsibilities which their clients are claiming for. Quality Control Department: The Quality control manager was the third person that I had to meet and then visit its department member. The main responsibility of these departments is to check out the quality of the food and the situations of all the Hotel territory according to the ISO certified standards. This is the main aim of the Quality control supervisor to keep the foods clean and cooked properly and the living and sanitation states of the Hotel should be ensured thus giving it the high standards. This department is majorly in contact with the external other departments thus ensuring and regularizing the standards of all the activities. Thus I realized while doing and handling matters with this department that Quality control department is majorly involved in dealing with the other departments thus monitoring their activities and standardizing their efforts. Thus here is a major need of the tools for the developing of the coordination and communicational skills. My observations and objectives: I have been observing all the details of the activities and interacting with all the staff members of every department and thus this interaction introduced me with the needs that are required at every department and also the attitudes of the different persons and thus on daily basis I keep on doing home working within myself for the development of the tackling strategies to deal with these person individually and collectively for the better coordination and thus promoting towards their best efforts. Identification of their individual problems: For the best efforts there is the basic need of the recognition of their individual tasks. This has never been a very easy problem when you are watching b/w different departments because some of their problems are merely due to their interpersonal clashes. I thought of first to develop certain inter communicational skills to cover the gaps b/w the team work. For this I have been discussing some of the proposals to be introduced in the hotel which will enhance the coordination level among different departments but I am still not very much sure to which extent this will be successful. The overcome of the lagging gaps of communication will ultimately help us to explore the boundaries of the understanding of each other and the coordination b/w the different departments and their mutual growth. Future perspectives for better coordination system: I have been discussing different aspects with my Boss in this regard we have acknowledged that the current times and situations demands high level of coordination in the team of the hotel to support for the continuation of the best services for the customers. After further analysis we have come up with few outcomes and strategies for future. Introducing Trainings: This is the main thing that we have collected after mutual discussions that we should plan for the training courses for the individuals in different departments of the Hotel. Although relevant training courses need to be implied but even then the scheduling of these courses will improve a better level of mutual understanding and coordination among them. This will also let them know the behavioral attitudes of their colleagues and also a guideline to follow up with different problems that occur due to the interpersonal gaps. The trainings can be in sort of different professional courses as well as different software trainings for the professional coordination training and enhancement. Introducing Shared Tasks: This is another motive we are planning to introduce in the Hotel by the management so that it will let the individuals and workers of one department to be involved and shared with another for some share tasks and this will cause them to enhance the understanding of each other and also cooperate with each other, this will results to benefit the organization. Introducing Customer services and its interaction with departments through Tele conversation: I also suggested that there should also be separate system that should be for customer care so that all the complaints should come through that system and resolved as well through that system. This department will transfer the relative duties directly to the responsible department rather than involving any of other person to decrease the inter disputes. This department will also involve and improve the Tele conversation of the departments as well. Till now I have been able to complete this much of the working on this project and still there are things that need to be explored further to enhance the coordination skills but still there are rooms to discover and act upon. Read More