Essay On Diploma In Business Management – Tips For Effective Workplace Management

Determining Own Performance and Responsibilities

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The aim of this report is to understand various problems that can happen while working in a workplace. This report gives the opportunity to identify self-skills and enhance the employability skills that are needed for effective management.

1.1. Own responsibilities and performance objectives

Setting own performance objectives and responsibilities is all about developing self-management skills. Self-management is the ability of a person to give the best possible outcome for a particular job. This helps the person to decide own personal demand and capabilities. There are various ways of proving the self-potentials:

• Working effectively by understanding the roles and also the authority control deserved
• Focus on minimum risky position and work accordingly
• Set out and determine appropriate customs to develop personality and this can be internally and externally in comparison with the company.
• Compare and assess the self-performance (individual) with the other employees in the workplace and the lacking skills and improve to meet the goals.

It is very important to measure the defined objectives in a systematic way. This will give the best idea about the strengths and weakness and gives the opportunity to develop own skills.

1. Self-jobs management
   1. Prioritize the work and examine against the quality and range of the job.
   2. Handover the job at the right time to the right person to determine better performance.
2. Change management
   1. Handle the job civilization proposals in a positive way
   2. Work place should be changed and acknowledged
   3. The changes that are predetermines should be placed into action in advance towards the outcomes of the labor
3. Maintain Safety and security
   1. Make proper safety rules and procedures and comply
   2. Employees should be supported, reacted and responded to in line
   3. Consequences of security and safety issues on the customers should be taken with due care

It is the responsibility of the top management to effectively monitor the activities of the organization. This would help to reduce the employee responsibilities. Even it is the responsibilities of the employees to take own initiatives to take the organization to the better position by focusing on the good service, improving goodwill and also cost reduction. The following are few recommendations for improvement:

• Implement recognition and reward: Rewards and recognition for the hard work that the employees put in is necessary. This helps to motivate the employees and increase their effort, resulting in higher production. According to the operant conditioning theory, this is known as positive reinforcement.
• Focus on training and development: It is very important for the organisation to keep their employees upgraded with the changes happening. For instance, the technology is changing rapidly, the organization need to train their employees accordingly.
• Encourage work-life balance: There always are need of balance between the life and the work. This helps to improve satisfaction level of the employees and increase their productivity.
• Use open and transparent communication: Open and transparent communication can help to address the needs of the employees and increase belonging in the company.

Abraham Maslow says that employee’s can be motivated by fulfilling 5 different needs in the organization, that are the physical needs, security and safety needs, belonging needs, self-esteem and self-actualization needs. On the other way, the according to McGregor, there are two types of employees- one who is willing to work and take pressure and the other is not willing to work. Based on this he has made two different assumptions- Theory X which states that if the employees dislike work, they must be threatened with punishment, directed controlled and coerced and Theory Y which states that self-control and self-direction can help to meet the objectives. Commitment towards the objectives is mainly associated with the rewards (Schein, 2011). Therefore, there are various ways:

• Trustworthy Leadership: Trust is an effective motivational tool and those managers or the leaders that are more transparent with their workers will discover amazing results and different types of chances to create ability.
• Career Advancement: Employees are extremely motivated to accomplish if this implies that progression anticipates them. This obliges workers to be aware of different opportunities that lie beyond, beneath and around what they look for.

2.1.  Solution to work-based problems

Problem solving is a crucial part of any job and association. According to the complex description, the process of analyzing the problem like risk management, quality management is termed as problem solving. There are various ways to solve the work-based problems:

• Providing proper customer service: In the process of problem resolutions, company should encourage the customers to take part in the process. They should be given chance in participating in the contingency situation, planning and resource allocation process.
• Proper management style: Individuals who have obligation and control over the work, feel a more committed to ensure that they work proficiently. Staff ought to be given the opportunity to make decisions and to handle issues without continually needing to get permission or agreement from the managers (Itseducation.asia, 2005).

Effective non-verbal and verbal communication is valuable to the organization. Communication is the process of information sharing among two or more people or groups to achieve a common understanding. Effective communication is so vital for the success of organization, as well as their employees must be successful communicators (Sangeetha, 2012).

The role of managers is to support the employees to enhance their communication abilities. The performance of the organization increases if all the departments, organization itself and the employees start communicating effectively. There are few tips to maintain effective communication in the organization:

• Encourage feedback: Recognition and praise can help to motivate the employees and improve their performance. Feedback helps them to recognize their weakness and strengths and give the opportunity to improve.
• Maintain Transparency: This is a part of employee ownership. Management of the organization should not keep any kind of secrecy with the employees about the organization’s operations and business.

Time management in the workplace makes the life much easier. It helps to determine the career success and also helps to balance work and life efficiently. To effectively manage the time figuring out where time is being spent, managing appointments,  taking time to plan  for the next day, precisely making project plans, and managing e-mails, phones, documentation (Thomack, 2012). Generally, the employers appreciate the workers who can get the maximum work with minimum time. Therefore, the strategies to maintain time effectively are (Walker, Wysocki and Kepner, n.d.):

• Eliminate Procrastination
• Setting Goals and priorities
• Avoid wasting time
• Reduce negativity and stress
• Delegate tasks
• Complete the important and urgent task first

Development of Transferable And Interpersonal Skills

3.1.  Role Play and working together

Working together includes the ways in which two or more individuals can work cooperatively and positively towards a common objective. There are various roles to play while working in a team like (creative-interventions.org, 2012):

• Facilitator- The role is to hold the process and ensure that the team members are working on a specific intervention
• Instigator-the role is to motivate the team to start the process
• Supporter- the role is to take care of the needs, advocate the members in the team and also ensure that all the information is communicated effectively.
• Cheerleader- the role is to keep the team positive and energized
• Vision-Keeper- the role is to remind the team about the objective when there is any conflict or negative motivation

For achieving a common goal there is a need of proper effective team work which can be done by following steps below:

• Be prepared to hold numerous roles
• Make sure decision making and information sharing is conducted through participation of everybody effectively.
• Individuals working in a team may need to identify common ground and choose whether they can live with the compromises.
• Take out some time to meet all together – particularly when there is a need of sharing important information

Teams hold the organization together. It is the building block. Teams that are high performing convey positive business and operational efficiencies, missed opportunities and avoiding waste. Team dynamics are the psychological and unconscious forces that impact the performance and behavior of the team. Team dynamics can be great when they enhance the overall performance of the team /or get the best out of individual members. They can likewise be bad when they bring about ineffective clash, demotivation, and keep the team away from accomplishing its objectives. Team members are obliged to see obstructions in the employment and cooperate to tackle this. Commitment to the idealistic team dynamic is another prerequisite. It is the most importantly obligation of the members of the team to manage appropriately with due contention. Along with the obligations of different individuals managers should acknowledge individual’s affiliation (Williams, 2014).

The main objective of a team is to meet the goals. The following are the different ways to achieve (Newman, 2012):

• Establish achievable goals- Ensure that all the team members are aware of the goals and can achieve them
• Plan and strategize- Develop a bulletin board and paste the goals to achieve. Discuss the goals with the team and make strategies to achieve. Maintain consistency while achieving the goals.
• Make action plan- Set deadline, prioritize the tasks and break down the goals.
• Monitor the progress- review the goals set helps to determine any adjustments if required.

4.1. Methods and tools

There are some tools and methods to solve problems like:

• Trial and Error- It is method which is described by varied and repeated attempts which are proceeded until get a success, or until the solver stops trying. This is an optional method and users utilize it when other options are not living up to expectations (Mohammad, n.d.).
• Heuristics- This is a technique based on experience for discovering, learning and solving the problem (Baron, 2000).
• Algorithm- It is a step-to-step method that works with all the problems and promises a proper solution as an output (Aziz and Prakash, 2010).
• Insight phenomenology- This is all about sudden comprehension of an issue; it for the most part includes conceptualizing the issue in a different way that is frequently the outcome of former effort and thought (Fischer, 2006).

Identifying a proper solution to a problem involves building course of actions that will change the present circumstance into one where the goal has been accomplished. This includes (Itseducation.asia, 2005):

• Identify the necessary information: The purpose for this stage is to offer structure to the searched thoughts and information significant to the issue.
• Collect and record the necessary information
• Represent the collected information: Information significant to the issue now needs to be organized into an important pattern. At this stage there is a need of detailed comprehension of the issue.
• Choosing effectiveness criteria- This includes aggregating a detailed rundown of the qualities of what needs to be accomplished and of the components which must be considered in accomplishing that goal, i.e. a “perfect” solution
• Developing Action plan- Finding solutions which meet the effectiveness criteria

Strategy alludes to hierarchical procedures including the determination of either objectives or the means to accomplish those objectives. This involves the interaction of numerous components — external elements identifying with the industry and the environment, and also internal variables, for example, values and abilities of the organization (Parker, Storey and van Witteloostuijn, 2010).

Strategies give the structure for plans by directing working decisions and regularly pre-deciding them. If the strategies are created properly and carefully by managers, they give more reliable system to operational planning. Strategies characterize the area of business both with respect to area and customers served (Kishore, 2012).

Strategies concentrate on the effectiveness of the organization by determining the necessary activities that are to be undertaken for accomplishing organizational targets. They make the objectives of the organization specific and clear. Strategies contribute towards effectiveness of the organization by giving satisfaction to the work force. This bring adequacy at the individual level and hence at organization level. Strategies give each of these things in the association through which everything is made perfect (Mukherji and Mukherji, 2013).

Conclusion

In conclusion, it can be said that the management of the company need to identify the needs of the employees and make proper strategies to fulfill those needs. This motivates the employees to work hard and increase the productivity.  Teamwork plays a vital role in organization. The report also has discussed the different strategies to solve the problems in the workplace.

References

Aziz, A. and Prakash, A. (2010). Algorithms for interviews. [Austin, Texas]: algorithmsforinterviews.com.

Baron, J. (2000). Thinking and deciding. 3rd ed. New York: Cambridge University Press.

creative-interventions.org, (2012). Creative Interventions Toolkit: A Practical Guide to Stop Interpersonal Violence. [online] Available at: https://www.creative-interventions.org/wp-content/uploads/2012/06/4.G.CI-Toolkit-Tools-Working-Together-Pre-Release-Version-06.2012.pdf [Accessed 16 May 2015].

Fischer, C. (2006). Qualitative research methods for psychologists. Burlington, MA: Elsevier Academic Press.

Itseducation.asia, (2005). Finding possible solutions. [online] Available at: https://www.itseducation.asia/solutions.htm [Accessed 16 May 2015].

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Mohammad, T. (n.d.). How to Solve Problems in Your Personal and Business Life.

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Newman, R. (2012). GOAL SETTING to achieve results. Leadership, 41(3), p.12.

Parker, S., Storey, D. and van Witteloostuijn, A. (2010). What happens to gazelles? The importance of dynamic management strategy. Small Bus Econ, 35(2), pp.203-226.

Sangeetha, K. (2012). Strategies for effective communication. Language In India, 12(6), p.328.

Schein, E. (2011). Douglas McGregor: theoretician, moral philosopher or behaviorist?. Journal of Management History, 17(2), pp.156 – 164.

Thomack, B. (2012). Time management for today’s workplace demands. Workplace health Safety, 60(5), pp.201-203.

Walker, S., Wysocki, A. and Kepner, K. (n.d.). Managing Time in the Workplace. [online] edis.ifas.ufl.edu. Available at: https://edis.ifas.ufl.edu/pdffiles/HR/HR01400.pdf [Accessed 16 May 2015].

Williams, S. (2014). Group dynamics for teams. Action Learning: Research and Practice, 11(1), pp.109-111.