An Organisational Culture And Ethics

Published Date: 02 Nov 2017

CEO Ralph Yung- a 40 year old with good performance record however relies on GM over day to day management of company.He don’t likes meeting says its a waste of time.Prefers to talk to leaders and they pass the message to rest of the staffs.Relies on Sally to arrange and take minutes of meeting when his not in meeting.

Marketing Manager Jeff- is a young idea man with full of information about running a business as he is a new graduate .Plans marketing programs,uses his technique and skills to develop a successful relationship with main customers esp big companies.He has brought in two new customers for the company.He is smart staff and social network.After Manu leaves he becomes the GM of the company. Uses technology ie net, newsletter tc communicate collects and processes data.Is responsible for companies mission ,objectives and policy.Deals with advertising agencies to promote its business.Fixes meetings any time just for his marketing style to grow its business.In order to take the company aheard he goes to extend of copyrighting others work as his own and is ready to present it to board members.Socialises with people to promote its business and get customers

Aministrative staff Sally-working along with old member of staffs.Has to arrange meetings besides her actual duty and also responsible for minute taking.Looking for another job due to lot of other task delegated to her.

ii)The influence they currently having on the organisation

CEO Ralph relies on the GM for every day management of business.Relies on Sally for communicating internally with workers and leaders.Takes meeting litely and inbetween meeting he attends other important task

Jeff-staffs gets distracted over Jeff calling meeting s anytime there no specific date and time for meetings which interfers into project finish on time also resulting in performance level of staff drop.Rob a senior member of the staff doesn’t likes Jeff to get the post of GM as he thinks it should be him as he is the oldest in the company.

Sally –Is feeling undervalued in the company is loaded with lots of work and is trying to look for another job

b)Outline the business of the three key teams and the three individuals,Jeff,Ralph and Sally in the software company?

Business demographic

Production department prefers to use technology and electronic methods to communicates with each other also the same they do with marketing department

.Adminstrative department are not fully aware of the electronic system so they use face to face and over the phone system.

Marketing department are people who are socialable and has to socoilise so they prefers electronic as well as face to face or meeting as their communication foe better business together.

Jeff-is a big fan of meeting and he is sociable person who likes to meet directly and discuss things. Also his trying to encourage technologist the use of customer friendly communication method.

Ralph-not a fan of team meetings and chooses his ways of passing message through leaders whom he communicates to only as he sees the rest as waste of time.

Sally –uses mostly all methods of communication ie Email, text,phones and face to face. she emails everybody a memo about the meeting, reads their message and answers their calls.

C) The meeting Ralph called was not very successful. Outline a structured four part procedure for organising a meeting that micro-ware Ltd can adopt?

Meeting is vital for a functional business.All decision made will be made at these meeting and there will be best level of decision made. Staff attending meeting will know where they and the company stand, hats going on in the company. Ideas and argument from all will be shared fairly at these meeting.In oder to have best meeting listed below are four part of well organised meeting:

Before the meeting

Ensure everyone knows where the meeting is held and at what time.

There should be at least once a week meeting for all at the same day and time each week. This in delegates getting organised in advance ready for the meeting. They will take out time and have no other commitment at the time of the meeting. Away from any disturbance in a private room away from interruption (customers)a meeting should be held so that each will feel open to strongly argue their points freely during open discussion.

Agenda

Agenda passed on to each and everyone enables them to note down or plan in mind what needs to be dicussed,to collect proves or necessary information to argue there points or to get new ideas and information which may help the company. All staffs will have enough time to prepare themselves over what will be discussed.

An agenda however should have all the following listed below:

Correction and approval of the previous meeting held(minutes)

Topics to be dealt with

Unsolved that was left from previous meeting

Who is chairing the meeting

Minute taking

A member of staff should take the responsibility of taking minute each time a meeting is held. It must be updated and distributed before the next meeting to all. It should include:

Who all attended the meeting

What all was discussed in the meeting

The outcome of each topic discussed and what decision has been made

What all to be discussed over the next meeting

Allow open discussion and their point of view

The chairperson or person in charge of the meeting may ask open ended question over topics discussed and allow staffs to comment, compliment or throw their ideas in. They may however put their ideas verbally or even in writing over a piece of paper. Ensure that everyone has their chance to say. There may be some non verbal messages from staffs who feels shy to talk in front of everyone but maybe with better ideas sitting with them.

After meetings

Minute’s needs to be distributed and also thank everyone attended the meeting. Make sure that they know now in which direction the business is turning to and where they standing now also what are expected from all, their contribution towards achieving goals or goals met. And that they are ready for next meeting.

d) Explain six ways in which the principles of group dynamics could be used to help solve the problems within the software company?

Forming of group- forming a group leads staffs to know each other well and share problems together. They will have know what why they are there what is expected of there group will prepare self and will feel openness if kept in their own group. Ideal for people like CEO Ralph who only chooses leaders to share his view and passing his message to rest. And also Rob can be in his own group

Storming-Group is likely at this stage knows all disagreement, arguement and conflict that has arrived. They vote for right leader for them by choosing whom they picked the best. Staffs rises issues oppose each other view to pick the best. If they come to know that the group in which they are not worth or not doing justice then they dissolve this group.

Forming group- struggles puts effort into reaching their goals set.They know their boundaries of behaviour that acceptable by organisation. Leaders ensure members are working or preparing self for reaching goal.

Performing group-members at this stage are working hard towards goal. Participate and get involved in group events even in helping each other out to attempt to goal set. Each member contributes either through their skill, effort and ability and gets reward for it.

Problem solving team-these team solves only the major faced by organisation.They work together to write report on the changes or the recommendations for all problems and what needs to be done about it.

Closing-members gets to know their team has achieved the goal set

e)Outline three ways a comprehensive intranet could improve internal communications at the software company.

Sally used to pass the message to all as it was hectic for her,time consuming and workoverload for her however the company should therefore use the the methods listed below

Face To Face.-directly informing each one at a meeting, conference or by visiting various sites and telling them.Group leaders directly telling their groups.

Electronic-Communicate either by telephoning, email, DVD, voicemail,Wikipedia,SMS messaging, electronic newsletter.

Paper base communication-newsletters, brouchures, postcards, posters, memos, notice pasted on notice boards.

QUESTION 2.

Organisational goals and policies

a)Identify six ways in which any company can be deflected from its goals by communication problems?

Poor tone of voice –when answering a phone call the tone or the message given from the other side is not always clear leading the party listening take it wrongly and a company even losses its customers.

Poor listening skills-not all customers or workers have the ability to better listening if you miss key message you lose a lot leading downfall for a company.

Not responding promptly-it is important to answer client’s queries in business communication. A customer waits or may not wait if you answer late and they want to buy a product. Even if one doesn’t have the information they may tell the customer that he or she will respond quickly with a promise to follow up. If the information takes long you lose the customer.

Cultural barrier- Ethics and culture are very important in organisation.Microware is a multicultural working company. Employees are from different region and its sometime creates problems in communication but this organization should apply the professional ethics which is called the communication ethics. It applies almost to all type of organization which helps for better development of company. Moreover good leaders also create a better and more ethical organization

b) Outline two ways in which Jeff may be deflecting Micro Ware from its goals through his choice of communication methods and medium?

Jeff calls out meetings just ay any time even when the staffs are busy trying to finish project.

He likes to socialise with people (meeting directly)and advertise the company whereby it is time consuming

c) Explain two things he could do to refocus and get everyone working on achieving the key goals?

He should use video,audio and phone conferencing methods

He should fix a proper time for meeting in advance and pass agenda

QUESTION3

Organisational culture and ethics

From the case study outline how any three different aspects of micro ware Ltds organisational culture and ethical behaviour range of culture within the company rituals power structure impact on effective communication and its management?

Marketers enjoy face to face communication whereas some of the staffs maybe they don’t properly understand language but have the full ability to perform well at work in other ways.

Administrative staffs don’t like to use electronic method and not staffs likes face to face communication its a time waste for them and they can do other work instead at that time

b) What two reaches of privacy can you determine from the information in the case study?

Soma without letting Margaret know took her photo of while she was drinking beer with Mark and emails it to everyone at work.She spread a rumour just to take revenge of Margaret for criticising about her outfit

Rob steals information from Sally’s computer regarding Jeff and he downloads it so that he can expose Jeff to the board of directors.

c) Beyond the case study provide two other ways in which privacy can be breached in a business environment?

Personal information about the employee with error thrown to garbage-whomever that information was for due to error it goes into the garbage which has information about employment history their performance level, disciplinary action taken. Their state of health, behaviour at work and co-workers, ability or capability to perform a task when exposed can be critical and humilitiation for the employee.

Organisation or agencies sending personal information to wrong address by mistake.

d) What copyright infringements can you determine from the information in the case study?

Jeff is about to launch a new promotion beneficial for the company but the information is copyright of a USA company which he wants to make it as his own in order to impress all and get new clients to the company.

e)What are the possible implications of these infringements for the company?

A civil action will be taken whereby a infringer may be liable to pay the full cost damages and more if convicted in court.

A ten year imprisonment penalty may the infringer face depending on the nature of violence

QUSETION4

Current and emerging communication technology

a) Name five types of mediated and face to face organisation communication strategies used in this case study?

Face to face

Over the phone

Team meetings

Emailing memos

Txt message

b)Describe the purpose of each strategy?

Face -face communication -is used for communicating sensitive issues,building relationships between the bosses and the staffs.It also gives a instant answer to the issue raised and decision making.The gestures,eye contact whether the person is focusing or not,the tone of the speaker .It all saves time and avoids misunderstanding between the parties involved.

Print media -is used to serve as warning letter in an organisation,promotion to staff members,current state of the business news,memorandom of a meeting,notices of changes or upcoming events and letter to employee

Electronic media-telephone,SMS,chatting,mobile phones are all essential if one party is out of reach during the important part of message that he or she was supposed to receive.Also in the case of the employer being away in overseas

C) Give an example of how each type of strategy is used?

Marketing department uses electronic communication and social networking with production department

Adminstrative staffs uses face to face and over the phone communication

Marketing department team leader Jeff prefers team meeting the best way to communicate within his group.He also likes to socialise

Technologists uses technology to communicate

CEO likes meetings leaders only and they then should pass the message to all.

Sally uses email and memo to alert everybody of the meeting

Staffs uses pen and paper to put their comments in for their boss

d) Give examples of four emerging communication technologies the software company could use to improve their internal and external communication?

Through the following emerging forms:

Face to face communication- as this saves much time in getting the answers instantly or the feedback on time without delay compared to emailing or letter.

Computer mediated such as audio-video conferencing- camera enables you to see and talk, little microphone on top of the computer enables you to hear voice, you can even make it louder by using the volume level of the microphone.

Emailing-saves time to reach out to people and discuss issues or any work related communication messaged that has to be made.

Phone conferencing-businesses losses alot by hiring halls, hotel conference rooms and restaurants. Travel cost to the venue is costive again for the business however phone conference is far more time and cost saving method any organisation should use. How far or near the delegates are it makes works easier and also saves cost of stationery.

At micro soft ware some staffs raised concerns that meeting face to face is a waste of time not suitable all the time. They should at times do reley on phone conferencing together with the ideas mentioned above.