The Organisation Goals Policies Culture And Ethics

Published Date: 02 Nov 2017

This report was written at the request of Jogi George, business communication tutor, to investigate a range of communication issues and practices in an organisation and comment on the effectiveness of that communication in terms of the interaction between communication practice and organization performance, with recommendations.

1.2 Scope and methodology

The report considers a range of organization communication issues, researching key aspects within the organization.

The following sources were consulted:

Mr Bob Rancchod

Manager, Quantum pacific

Acknowledgements

We sincerely thanks to the interviewee Mr Bob Rancchod, the production manager of quantum pacific ltd.

1.3 Executive summary

Quantum pacific is a small New Zealand owned and operated family business which was formed in 1999 by Barry and Leanne Robertson. Company has some great products under the brands Active, next Generation, eco planet and Ceraclen within the cleaning, laundry and dishwashing categories.

Company is constantly looking to develop innovations for the local and global markets. Company has developed a total NO WASTE Factory; this means everything is recycled through from the office stationary to the tanks producing the products. Their brands are:

logo

active brand is the top quality product for the automatic dishwasher category. The range started with 6 products and now has 23.

Ceraclen

CERACLEN is specially developed ceramic Cooktop cleaning solution to clean and protect ceramic cooktops ensuring effective and sufficient heat transfer.

http://www.nextgeneration.co.nz/Images/NextGeneration_transparent5.gif

next GENERATION offers a complete range of household cleaning products.

Eco Planet

Eco planet is the high quality cleaning products that gives outstanding cleaning performance.

1.3.1. Organization goals, policies, culture and ethics

Quantum pacific is a family operated business that is multicultural employees that follows a tall structure. Proper meetings and employee appraisals are held to help improve individual performances leading to company’s success. Companies above mentioned three major product lines concentrate on providing a waste free, hassle free and environment friendly cleaning products. These products are not animal tested and fully biodegradable. Even company’s R&D is done in-house by their own chemist. All the products are manufactured in New Zealand for New Zealand conditions.

1.3.2. Organization structure

Quantum pacific is a tall structural organization.

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1.3. 3 Current and emerging communication technologies and tools

At Quantum pacific there are several communication technologies are used and one of them which is used mostly is email for contacting with the stakeholders. Net meetings and video conferencing are executive ways of communication.There are some informal ways of communication as cafeteria meetings, grapevine. These communication channels are bidirectional as director also takes part in informal meetings. All computers are interconnected under one system. If some wants any information from any computer then he or she does not need to go to particular computer. They can log in on their computers and can share the whole information.

Section 2 Report Findings

2.1 Organisation goals, policies, culture and ethics

Mission statement: "We will only produce top quality products, providing customers with products that meet or exceed their expectations. We will strive to bring innovation to the categories which we participate in, providing solutions and a win win business partnership to our customers".

Ensuring top quality products are produced, we are constantly looking to develop innovations for the local and global markets. We are also currently working with the local authorities as an example to other manufacturing businesses to what can be achieved.

Goal: Organization’s goal is to provide the best dish wash and laundry products in New Zealand market.

Policies: Refund policy: There is No Refund policy in the company that allows the customers to swap but not return the product.

Health and safety: Hygiene pacific is provider for cleaners and sanitizer products. It also directs the employees on proper use of the chemicals. Proper labeling is provided. There are production supervisors who guide the team in health and safety concepts.

Culture: Employees wear visible vest while working.

It’s a multicultural organization where employees from different background work for the same purpose.

The company arranges a staff lunch every Saturday which is also a informative meeting of all the employees with the managing director, where they share their views and necessary announcement are made.

Employee of the month: company rewards hard work and dedication by awarding the employee with best employee of the month certificate followed by appropriate incentives and interview in the newsletter.

Ethics: Only certain employees are authorized to use internet at work for work purposes only. Fair use policy applies.

Every employee is bound by the contract to follow the code of conduct. As this company produce all the liquid detergents and powders and Employees who do mixing by using formula, so they are trained before start using those formulas. Company follows chemical hazardous code which tells where to put the chemicals and with this code they make sure that chemicals which reacts very soon they put them separate from other chemicals. All these laws and regulations are noted down on a booklet which is signed by all the employees. There are managers and supervisors who monitor whether employees are following that code of conduct or not.

2.2 Organization structure and communication channels

Structure of the organization is tall structure where information flows from top level to bottom and bottom to top through so many layers of management. There are four production lines in the factory area. Every line has a team leader. At the end of the day each team leader provides the production information to production supervisor and then supervisor gives that information to production manager. If there are any problems then every team leader asks production supervisor if he fails to solve the problem then he go to manager for other solution otherwise he handles all the issues regarding production. Supervisor and manager are the leaders in this organization. They take the decisions most of the time. If director want to make any decision then he talk with manager and then manager share that information with supervisor. In this way information flows very frequently. Leaders in this organization are democratic in decision making process. If they want to make any change on any production line then they talk to the team leaders first then they make changes. This way is very effective because in this way other workers feel that they are part of the organization and they feel proud when they are involved in decision making process. Most of the time communication is done in formal ways but sometime in absence of production manager communication becomes a bit informal. Then production supervisor and director comes together to make decisions. Sometimes director comes and talk to the employees in the factory and share his views and see how the things are going. According to the information we got by interview, people used to go to director to talk but now after change the structure of management now everybody has to report to supervisor first then if it is any kind of serious matter then that information is sent to manager and director. In this organization team leaders, supervisor and manager are responsible for the communication. They make sure that problematizing is done in proper way. Normally manager, director and receptionist are responsible for external communication. Director and manager always communicate with the sales representatives. There are five to seven salesmen who are working allover in New Zealand. They send all the information regarding sales to manager and director. Manager talk with all suppliers and all the other companies who distribute all the products in overall New Zealand. Receptionist takes all the orders from the distributers and then send all the orders to dispatch area and gives all information to store person and production supervisor. In this way they make sure that very large orders are ready to send on time. Sometimes communication flows in informal ways. People talk about each other at lunch time that is what we call grapevine. Sometimes it is negative and sometimes it is positive. According to the information grapevine has not affected the communication or production performance in any way.

Communication channel helps to communicate with entire management and staff members. All staff members will be well aware that what company expecting from them and also about company rules, regulation and policies. This will cause them to become suspicious of motives and any changes in the company. If company does not do effective communication, employees become department minded rather than company minded, and this affects their decision making and productivity in the workplace. Therefore, an effective communication channel should be implemented by managers to optimize worker productivity to make sure that organization is running smooth and getting positive results.

2.3 current and emerging communication technologies and tools

There are so many technological tools which are used to communicate inside and outside of the organization. Management team is using mobile phones, internet etc for effective communication which has become very useful till now. Distributors and suppliers communicate with the management team through emails and mobile phones. As we know there are sales men who are doing their jobs while staying in different cities in all over the country, so they can’t travel to Auckland every day or every week, so they use all these technology tools for communicating with each other. All the computers are interconnected with each other under one system in the organization. Before all the work regarding accounts was done by outside accountants but now director has invested to get new computers and account programs in the office. Now he has appointed some personal accountants who look after company’s accounts.

According to the information we got from manager, because of all the computers are connected to each other so management team members don’t go to any particular computer to get the information. They just login on their computers and they get the information. There are some rules regarding using the computers. Only authorized staff can operate this facility. Everyone who is using this technology is fully trained before using it. Director brings some experts to introduce the new technology to the staff. To communicate with customers, there is a toll free number on each product and there are three websites on internet where people can give their feedback. Staff is always supported in professional development. If Management team notices anyone who is working very hard and helping to solve the problems then they communicate with that employee and promote him and raise their pay. In this way employees are encouraged and rewarded. Organization management secure their core information including their formulas by keeping with in the top level management and the employees who use that formulas to make products they have to sign a contract which make sure that employees will not reveal any of this information outside of the organization because management see this information as its most expensive asset.

Formal Methods for Communicating:

There are some methods which are following as:-

Mass Emails

Quantum pacific send message to multiple employees/Managers in one shot by mass emails, mass emails can distribute important news of organization in all management. Mass emails are a major source of information for employees and are usually the delivery method for news of Organisational plans and important issues.

One-on-One Emails

As mentioned by the subject, this type of communication generally more relevant to the recipient than the mass emails. It may be sent from a Store Manager to another Store Manager, Store Manager to employee or staff, co-worker to co-worker, or internal sender to external recipient like suppliers, distributors.

These emails often contain information regarding individual, employee job performance or may provide direction on what special projects need to be handled on any given day.

Net Meetings/Video Conferencing

If trainings or meetings require accompanying presentations or face-to-face interactions, net meetings and video conferencing add the audio visual flare needed to get the job done. Generally quantum pacific Sales Managers use this Video Conferencing every month to conduct their meeting with his Store Managers and with other Sales Managers. It is time saving and it reduce the cost to travel to one venue.

An added advantage of these forms of communication is that they can enable attendees to retain a transcribed copy of meetings for later use, and those who have missed meetings can also take advantage of transcribed copies.

Postal Service

While payment confirmations, reminders and advertisements often flood email boxes, using the postal service for communications is still going strong in the business world. Quantum pacific still uses this communication and send all kind of bills and payment details to their stakeholders and other Suppliers/ Distributors which they are deals. That is like hard copy. They send all stuff through emails as well as post.

Informal Methods of communication:

Informal communication is done using channels that are in contrast with formal communication channels. It’s just a casual talk. Quantum pacific Store Manager generally talks with his fellow staff in a casual way. He doesn’t follow authorities’ lines.

According to the subject, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships. Like quantum pacific they could have any company parties after couple of months where all the staff members will be invited and there all staff members can attract with all the management and express their self openly. They could take their staff to dinner after they finish their work or for drink in the bar. There casual environment can be great for connecting, getting feedback, ideas and work to build support.

3 Conclusions

Quantum pacific is zero waste company. It concentrates on providing hassle free and biodegradable and environment friendly cleaning products to Kiwis. The team is under one head, Mr. Berry Robertson who is very enthusiastic and openly communicative person.

The goal of Quantum pacific is to provide best quality products and to satisfy the customer needs. Company uses both formal and informal ways to communicate inside and outside of the organization. This organization is multicultural so people have their own way of perception their views helps to make decisions. There is not any kind of strict culture in the organization. The organisation has a culture of having a informal type of meeting every week as a lunch by the owner of this company. Where he allow all the staff to speak up if they are having any problem in any area or they can also give and new ideas and suggestion on any issue,

By ethic of this company there are some rules regarding using of some tools or technology. Only the one who is authorised or trained to do some task only those staff can access those tools and technology. Before any new employee start their job they are provided with the code of conduct of the company and given training regarding their job description.

As we know structure of the organization is tall so sometimes flow of information becomes slow. There is no gate keeping in the structure if someone wants to talk to owner then he or she can go directly to see him.

Management using emails, mobile phones and internet etc for communication. This company have a interconnected computer to each other so one does not have to go to a particular computer and access the data they can access from any of the computer with the help of this technology.

4. Recommendations

4.1 There should be more frequent formal meetings. By this the employees will get more chance to speak up. It will also help developing personality of the employees as they will get more involved in company procedure. This will also keep them motivated and the company will get more productive.

4.2 There should be a complaint box where everyone will be comfortable to say anything they don’t like. By this they can come up with the hidden issue.

4.3 Management should reward if someone is working hard. This will keep this person motivated and the other staff will also work hard to achieve this reward next time.

4.4 There must be an informal head who can report to managing director straightway.