The Internal Stakeholders Of Micro Ware Ltd

Published Date: 02 Nov 2017

i.1) Ralph Yung, who is the CEO of Micro-Ware Ltd and he wants to get his 10% performance based bonus at the end of the year and will let the staff struggle on with the crises until he gets his entitlements and then he can focus on sorting out the mess.

i.2) Jeff, who is a team leader of the marketing department and he wants to change the standard guidelines of the organization database to make it meet better marketing standards.

i.3) Sally, who is a team leader of the administration department but she is feeling rather undervalued and is secretly seeking for another job.

ii) The influence they are currently having on the organization.

ii.1) Ralph Yung has contributed the company to develop specialist software for business clients for over 10 years but staffs have complained about Jeff’s distractions and their toll.

ii.2) Jeff is taking up a lot of technologists’ valuable time with regular meetings which has caused stress and tension among the staff who feel should focused on completing the project rather than being distracted by irrelevant marketing stuff and performance levels have dropped after Jeff takes over Manu’s general manager’s role.

ii.3) Sally liaises daily with the various team leaders to keep the communication lines in the company.

Outline the business demographics of the three (3) key teams and the three (3) individuals; Jeff, Ralph and Sally in the software company.

i) Three (3) key teams

i.1) Production department is consisted most of the staff works in this team and young technologists who cooperate in a loose team with significant autonomy and use electronic communication and social networking.

i.2) Marketing department is recently established and staffs are very social and familiar with electronic communication and social networking.

i.3) Administration staffs have been with the company for over 8years and prefer to communicate face-to-face or over the phone.

ii) Three (3) individuals

ii.1) Jeff leads the marketing team and he is a young marketing graduate who has big ideas for the company and has very recently attracted two new large budget clients.

ii.2) Ralph is in his early 40’s and has a good record over 10 years he has been with the company.

ii.3) Sally is the administration team leader who is in her late 30’s and has also been with the company some years.

The meeting Ralph called was not very successful. Outline a structured four (4) part procedure for organising and managing meetings that Micro-Ware Ltd can adopt.

c.1) Schedule including time, location and subject has to be checked up to ensure the meeting beforehand.

c.2) Organized agenda has to be informed the staffs who attend the meeting to concentrate on it and clarify the purpose of the meeting without interference.

c.3) The each role of the meeting has to be arranged to make the progress smooth and even if the chairperson is out, another person who is in the next charge of the meeting is able to lead the meeting(e.g. a chairperson, a conductor, a secretary and a timekeeper).

c.4) Results and feedback have to be gathered and manage the matters.

Explain six (6) ways in which the principles of group dynamics could be used to help solve the problems within the software company.

d.1) Cohesiveness in the group is essential by setting up same networking to communicate and cooperate each other any time and intimately.

d.2) To offer advocacy to senior staffs who are not familiar with the technological communication intranet, training system is needed to harmonize with young staffs who are familiar with the system.

d.3) Complimentary role which deals with the leader’s absence in the same department has to be made up.

d.4) Clear and identified norms which all members follow are have to be set up in a group to avoid conflicts and not to waste working time by argument.

d.5) To be developed groupthink by face-to-face meeting is needed to solve the communication problems from electronic data interchange.

d.6) Leadership which makes the members motivated and lead to beneficial direction to accomplish their goals. .

Outline three (3) ways a comprehensive intranet could improve internal communications at the software company.

e.1) An effective internal intranet has to be unified for immediate communication.

e.2) The administrative staffs have to be trained how to use internal intranet.

e.3) The video conference has to be adopted to prevent wasting time for joining meeting.

Organisational goals and policies

Where there are communication problems in a company they can deflect the company from following internal policies and from achieving its organizational goals.

Identify six (6) ways in which any company can be deflected from its goals by communication problems.

a.1) Physical barrier is caused communication problems by distance, noise and working schedule.

a.2) Psychological barrier makes people far from rational thinking to deal with problems

a.3) Technical barrier which is unworkable electronic equipment such as computer or phone occurs in any working place.

a.4) Linguistical problems including dialect happen in the multicultural company, and staffs experience difficulties to understand each other.

a.5) Cultural differences can be problem to communicate, for example Western staffs are familiar with calling others’ name, it is uncomfortable to Eastern staffs who usually call mutual designation at work.

a.6) Religious difference sometimes ignored at work, so many people make mistakes or faults unintentionally during communication.

Outline two (2) ways in which Jeff may be deflecting Micro-ware from its goals through his choice of communication methods and mediums.

b.1) He prefers to use electronic communication and social networking, so he does not concern administration part which is not familiar with electronic methods.

b.2) He spends a lot of valuable time with regular staff meeting, so technologists who are distracted between their project and irrelevant marketing stuff.

Explain two (2) things he could do to refocus and get everyone working on achieving the key goals.

c.1) Accessible and incorporate communication system, which senior and administration staffs are participative in it.

c.2) Instead of frequent staff meeting, he adopted a video meeting when he needed with technologists not to waste valuable time.

Organisational culture and ethics

From the case study outline how any three (3) different aspects of Micro-ware Ltd.’s organisational culture(s) and ethical behaviours (e.g. range of cultures within the company, rituals and routine, power structures, stories) impact on effective communication and its management?

i) Organisational culture(s)

i.1) Administration team is familiar with the traditional communication method like face to face or using phone.

i.2) Production team is in the autonomic mood to work and the staffs are familiar with electronic communication and social networking.

i.3) Marketing team is familiar with electronic method and social networking, and the members are very social.

ii) Ethical behaviours

ii.1) Margaret criticizes Soma’s badly stitched outfit, and Soma emails a photo of Margaret drinking with male colleague by lack of fellowship in the administration team.

ii.2) With a competitive spirit, Rob who is one of the technologists is angry and frustrated by Jeff who is the leader of the production team, so he copy the report of the staff notes onto his computer from Sally’s computer stealthily.

ii.3) Jeff manages and distracts the productive department by irrelevant marketing stuff which causes stress and tension to the staffs who have complained about it and the performance levels have dropped.

What two (2) breaches of privacy can you determine from the information in the case study?

b.1) Soma is able to spread Margaret’s private photo without permission

b.2) Rob downloads the report of meeting without Sally’s permission.

Beyond the case study provide two (2) other possible ways in which privacy can be breached in a business environment

c.1) An wiretapping is used for extracting the information or observation others.

c.2) The private information folder on the computer is hacked for using commercial business.

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

Without permission from a person who has a right to own property such as dissertation, computer program or photo , use and copy the private possession. As a result it causes a person to have damages mentally and financially.

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

Relationships of mutual trust between departments are betrayed and many conflicts are occurred. Consequently, company’s system is not able to organize and it brings loss of profit for company.

Current and emerging communication technology

Name five (5) types of mediated and/or face-to-face organization communication strategies used in this case study.

a.1) Meeting

a.2) Email

a.3) Report

a.4) Electronic method

a.5) Phone

Describe the purpose of each strategy.

b.1) Purpose of the meeting is brining effective outcomes by verbal and non-verbal communication and gives the feedback immediately.

b.2) E-mail is used saving valuable working time to deliver the business letters or report to other staffs and to send a number of people at the same time.

b.3) Report ensures that all topics for discussion are considered and all outcomes are provided.

b.4) Electronic Method like computer can manage work immediately and fast compared with paper work.

b.5) Phone delivers opinions correctly with real communication like face-to-face meeting and interchanges the ideas without misunderstandings immediately.

Give an example of how each type of strategy is used.

c.1) Ralph called staff meeting to deal with the staff issues about Jeff’s leadership and staffs’ toll on their performance.

C.2) Sally sent everybody e-mails to arrange the staff meeting and Rob used snail mail to show draft to the board of directors.

c.3) After staff meeting, Sally collected the minutes and has typed up a report of the staff notes to send Ralph it.

c.4) Ralph checked email on his laptop at the airport.

c.5) Margaret phoned Sally and told her that what Soma did was wrong.

Give examples of four (4) emerging communication technologies the software company could use to improve their internal and external communication.

d.1) Smart Phone

d.2) Skype

d.3) Video conference

d.4) Social networking