Plan and present workplace communication and consultation systems
JKL Industries is a company in Australia which sells forklifts, trucks and spare parts to the automobile industry. The head office of the company is in Sydney with various branches in Melbourne, Perth Sydney and Canberra.
Previously the company dealt with only forklifts and small trucks but recently they have arranged for sales rights for large trucks. This shall provide the company an opportunity to gain an advantage.
The changes will be as follows:
There existed inadequate consultation that leads to risk with respect to compliance and there was no bottom up flow from the employees to the management. This lead to crushing morals and poor performance of the organization.
Poor engagement of employees, little or no grievance application procedures and poor general awareness lead to lack of values and ethics.
The grievance situation of the different employees is as follows:
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Communication objective |
1.To improve the communications strategy 2.To enable flow of information 3.To understand communication needs 4.To make use of communications technology |
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Audience |
Message |
Communication strategy, media, approach, rationale |
Resources/Budget |
Person |
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Senior Managers Administrative staffs Team leader |
The senior management needs to be communicated that they need to improve their methods of communication and reach out to the target audience using more relate communication strategies (Alfes et al. 2013) The message that the communications strategy wants to give out to the administrative staff is to be more courteous in their ways and remain transparent in their activities. The communication message that needs to be given out to the different team leaders is to ensure that they are able to convey the organizational goals and objectives to the different members of the organization. |
The strategy is as follows: To conduct meetings To send emails To put up presentations These methods will ensure that the management reads the matter and realises the importance Of various techniques using theoretical and practical examples. The staff will be sent mails, given out brochures and meetings will be held for their better understanding. The team leaders will be called for meetings to make them understand (Alfes et al. 2013). They will be made aware |
Presentation, meetings and other relevant resources Presentation, print resources and related Presentation resources, meeting resources |
The person responsible for the given scenario are as follows: HR Manager Communication specialist The Senior Managers Communication Specialist HR Manager HR Manger, Senior Management, Communication specialists, Trainers. |
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Consultation issue |
The message from the middle level managers is not getting transferred to the senior management and thus for this, the different members of the senior management are unable to be aware of the different issue and take up ideas. |
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Consultation objective |
Consultation method |
Audience |
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To improve the bottom up communication in an organization. |
The different members in a team will be made to sit together and they will be, made aware of the current situation. |
Sectional Teams |
Grievance situation:
The grievance handling procedure is as follows:
Making the employees understand that the restructure program of the organization is for their benefit and that they must ensure that the firm is successful in carrying out the given program as it would bring out better results for them.
The employees need to be assured that after the restructure activity is successful; the firm will observe the progress and raise the pay accordingly. Furthermore, they need to be made aware of the work environment and other non-monetary benefits which the firm is giving out so as to ensure that the company does well.
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Meeting – The parties in grief will be called for a meeting whereby they will be required to explain the reason behind their grievance and will be required to mention the parties who were involved in the given scenario. Personal guidance- The parties will be called separately and the policies and legislatives regarding the working of the company will be explained to them in order to see to it that the parties are able to successfully understand the behaviour expected out of them (Alfes et al. 2013). |
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Anti-discrimination law The anti discrimination laws lay down that the employees in an organization are all equal to one another and that it is their duty to see to it and to ensure that the parties are satisfied with their work and that no member of the organization is mistreated. The members cannot be discriminated on the basis of their caste, creed and gender. |
Describe how policies and processes can help to promote cultural diversity, ethical values and relationship-building.
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Importance of policies and procedures have been given as follows: They serve as a guideline- The policies serve as a guideline for management in order to help them to solve management grievances. Increase confidence among the team members- They help the employees to trust and believe the legislative system of the given enterprise. Help an organization to consider employee welfare- Employee welfare is the sole duty of an organization and therefore, it is their duty to ensure that the policies are followed adequately. |
Describe any changes or additions you would make to JKL Industries’ policies, processes or communications to further promote cultural diversity and ethical values.
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The given changes are suggested to the policies, processes and communications of JKL Limited: · Incorporate team participation- The team input needs to be achieved from the different team members and therefore it is suggested that the team participation is given utmost importance. · Update the policies- The policies of the organization need to be updated regularly in order to ensure that they are at par with the latest legislations and norms as per the industry standards. · Encouraging team building sessions-Team building sessions need to be encouraged in order to ensure that the teams are able to indulge with one at other and there exists no discrimination among the different employees. |
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· The team will be approached in the following manner: · The team members will be called for separately. · They will be called as a team to take their views (Alfes et al. 2013). · They views of the individual members will be matched with the team views and any discrepancy will be discussed further with certain team members involved. |
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The potential problems expected from the given team are as follows: They may not be agreeing with the team`s point of view. They might not open up in their views in front of the management. They might face issues like resistance as well. |
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The given method will be followed in order to deal with the unacceptable behaviour The team members will be called for separately They will be called together in form of a team. The trouble makers in the given team will be taken aside. They will be reminded upon organization policies and legal procedures. Their cooperation will be appreciated. |
Describe your standard or default communication style. What communication style would you consider adopting for this scenario?
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The current communication style is passive aggressive whereby the feelings appear passive on the outside but are aggressive on the inside. For this given scenario, the assertive communication style has been suggested whereby the different employees will be dealt with an open manner and they will be clearly communicated with their different issues to ensure that the matter is resolved. In the right manner. |
Describe how networking with internal and external people could help you build positive relationships to achieve organisational and professional goals. What networking or networks would you suggest?
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Building networks with the members of the organization will help the firm in the following manner: To build stronger relations- It helps to build stronger relationships with team members To build team work- Helps in building team work. To build morale- Helps to build employee morale. To get information- Helps to get important information. To ensure no problems exists. Networking has been suggested with the following groups: Different team members (Purce 2014) Different managers Suppliers |
Describe a situation in which you joined a network to achieve an organisational or professional development goal. Describe the network. How did you build stronger relationships within the network? What was the result of the networking for you and your organisation?
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When I was interning during my university project, i joined a network which was the intern network. In this network, the various members of the organization who were interning with the different departments were together in a joint network. Through this network, the different department’s information got transferred easily and this also enabled understanding the organization in a better manner. |
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Networking activity |
Person |
Schedule |
Description/rationale for networking activity |
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Dinner program |
Sam |
Held on two weekends |
In the given networking activity, the salesperson Sam will be sent with his associates for dinner for two consecutive events so as to ensure that these activities help Sam and his business associates to communicate with one another get their relationships stronger. |
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Fun weekends |
Alex |
Held on two weekends |
The fun weekends will comprise of Alex and his associates so as to ensure that these members feel comfortable with Alex and they can communicate easily (Cascio 2018). The fun weekends may comprise of game nights and other related events. |
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Bowling |
Sam |
Four times every month |
Business associates generally bond over sports activities and for this purpose they can be sent for a game of bowling in order to ensure that these members are easily communicating with one another and can get comfortable. |
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Joint projects such as product development techniques |
Alex |
For all days in a week. |
All the parties to a business can easily sit together and discuss the various aspects of the business and they can be given a task of developing a project or a product design together so as to build information sharing and rapport. |
Assessment Task 3 – Action plan for managing difficulties
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Action/activity |
Timeframe |
Person/s responsible |
Description of strategy/ |
Resources, if required |
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HR meeting with manager (rental) |
The time frame for the given meeting will be for 7 days, for around 2 hours in a day. Proposed date: 12th April-18th April |
HR Business Partner (you) |
The Meeting with the concerned Rental Manager will be held in order to understand the issue clearly and to get the manager`s perspective of the given issue. |
Recording material |
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About Training And Development about communication |
The given training and communication will be held for 10 days, 3 hours every day. 19th April-29th April |
HR Business Partner Trainer Manager |
The given program on training and development will be held with the purpose to train thee managers and the employees alike for the communication techniques and methods (Armstrong and Taylor 2014). These methods will be teaching the employees and managers how to manage conflicts and communicate ones views effectively. |
Training material conference room Reading and writing material Fees of the Trainer |
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Team –building |
The team building sessions will be held once a week. The teams will be taken out on day experiences in order gel with one another. These sessions will be held for around 4 hours on these days. 30th April- 10th may |
The top management Manager of different departments HR Business Partner Team building experts |
The team building outing has the strategy in mind that it needs to ensure that the members and employees of the organisation gel with each other. For the given session, the team will be taken out for a day trip to the nearby farmhouse where here will be various team building sessions held and the members and management alike will be provided with an opportunity to interact with one another. |
Trip arrangement Funds for trip arrangement |
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Mediation |
The mediation sessions will be held twice in a week for 2 hours. 10th May-20th May |
Arbitrator HR Business Partner Manager of the concerned department Lawyer |
In the given procedure, the parties at grievance and the mediator sit and the along with the management so that the parties to the given scenario can abide by the financial decision stated. |
The fees of the arbitrator Negotiating documents |
References
Alfes, K., Shantz, A.D., Truss, C. and Soane, E.C., 2013. The link between perceived human resource management practices, engagement and employee behaviour: a moderated mediation model. The international journal of human resource management, 24(2), pp.330-351
Alfes, K., Truss, C., Soane, E.C., Rees, C. and Gatenby, M., 2013. The relationship between line manager behavior, perceived HRM practices, and individual performance: Examining the mediating role of engagement. Human resource management, 52(6), pp.839-859.
Armstrong, M. and Taylor, S., 2014. Armstrong’s handbook of human resource management practice. Kogan Page Publishers.
Cascio, W., 2018. Managing human resources. McGraw-Hill Education
Purce, J., 2014. The impact of corporate strategy on human resource management. New Perspectives on Human Resource Management (Routledge Revivals), 67.
BSBLDR502 Lead and manage workplace relationships, Student workbook (2011), innovation & Business Skills Australia, Australia
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