P & P CLEANING SERVICES
COMPANY
Professor
C C Huang
Human
Capital Management
BUS
617
Angie
Chan Hoi Chu
UDMBA
–2
12 July
2004
Via email
Over the past two years, morale had weakened in P&P Cleaning Services Company. The current attitude towards the staff members was contributing significantly to negative motivation and subsequent high labor turnover.
The
causes of the problems mainly appeared to be threefold. Firstly, some procedures of
recruitment through the Human Resource Department were unclear. Secondly, the
attitudes of the Performance Appraisal Form reviewed by some Department Heads
were too subjective. Thirdly, the lack of communication among
inter-departmental had enabled undesirable internal organizational behaviour.
To
remedy the current problems on the company and rebuild the morale and the
confidence of all staffs, it is imperative that the CEO of P&P Cleaning
Services Company should act immediately to the following recommendations:
1. A personal assistant should be appointed in order to handle and execute
the Policy and Procedures Handbook and update any related Working Act from the
Gazette.
2. A reliable, fair and efficient Performance Appraisal Form should be
re-designed in order to focusing on the strengths and weaknesses of a staff
member without Department Heads’ subjective thinking.
3. A chopping system should be established in order to allow all Department
Heads to collect or deliver all related internal documents on time.
These
three recommendations will alleviate the current unrest whilst forming a solid
basis for improved the cross-relations among the company in the future.
Executive Summary…………………………………………ii
1.0
Problem Identification and
Analysis………………….1
1.1
Recruitment
Policies……………………………..1
1.2
Performance Appraisal
Form…………………...1
1.3
Internal Communication
Policies……………….1
2.0
Generation and Evaluation of
Solutions………………2
2.1 Appoint a Personal Assistant…………………….2
2.2
Set Up a New
Performance Appraisal Form …...3
2.3
Establish a New
Chopping System………………4
3.0
Recommendation………………………………………..5
4.0
Implementation………………………………………….6
Appendix……………………………………………………...iii
Bibliography………………………………………………….vi
1.0
Problem Identification and
Analysis
The specific faults observed in the existing organization structure clearly indicated a number of areas in which problems can be identified.
1.1
Recruitment Advertisements
1.1.1 The contents of the recruitment advertisements often did not include an introduction of the company in the opening paragraph. As the image of the company is also important, it can be promoted through recruitment advertisements.
1.1.2 The advertisements also ignore one of the principal objects of the Workplace Relations Act, that is, help to prevent and eliminate discrimination. Advertisements always include age and sexual preference that are now against the law.
1.2
Performance Appraisal Form
1.2.1 The Performance Appraisal Form had been designed only by the Human Resource Department whereas, without the other Department Heads’ opinions. Thus it is an unfair and unreasonable appraisal form.
1.2.2 The pre-appraisal interview arrangement, such as the memorandum to some Department Heads always issued at the last minute, since careful preparation work in regard to the employee’s working history should be arranged before the appraisal interviews.
1.3
Company Managerial Policies
2.0
Generation and Evaluation of
Solutions
From the key problems identified, the following solutions can be
suggested:
2.1 Appoint a Personal Assistant
Advantages:
-
To check every recruitment advertisement
content carefully so that it will not be against the law.
-
To add an introduction of the company in the opening paragraph
of every recruitment advertisement so as to promote the company.
-
To
handle and execute the Policy and Procedures Handbook.
-
To subscribe the Gazette in order to review any
updated information related to Workplace Relations Act.
Disadvantages:
-
It may take some time to train the personal
assistant to familiar with his/her duties.
-
If he/she doesn’t have enough experience to review
the advertisement content, it may lead to the lawbreaking of the company.
2.2
Set Up a New
Performance Appraisal Form
To set up
a fair, reliable and efficient performance appraisal form by the Human Resource
Department then agreed by all Department Heads and finally approved by the CEO.
Moreover, the operation staff and general staff should use different appraisal
forms.
Advantages:
-
To
identify strengths and weaknesses of a staff member more accurately.
-
Assess
potentiality for promotion rather than recruit from outside.
-
Avoid
subjective comments of some Department Heads
Disadvantages:
-
It may be difficult for all Department Heads to
comply with all the definition in the performance appraisal form.
2.3 Establish an Internal Chopping System
An efficient internal chopping system can improve the inter-departmental communication since
errors and misunderstanding will be minimized.
Advantages:
-
To assure all Department Heads receive all
related internal documents or messages on time.
-
Signed documents’ records can be traced if
errors occur.
Disadvantages:
-
It may increase the workload for all
Departments.
-
It is not environment friendly as it involves
lots of paper works.
3.0
Recommendation
Regarding to the suggested solutions, it is recommended that P & P Cleaning Services Company should apply the following remedies to rectify the current situation.
3.1
Appoint a Personal Assistant
To handle and execute the “Policy and Procedures” Handbook and review the Gazette from time to time in order to gain updated information for internal references. He/She should also check every recruitment advertisement content before it passes to media.
3.2
Re-design a New Performance Appraisal Form
Job evaluation ensures that any differentials between jobs are fair and reasonable. Job grading can be introduced on the basis of an objective assessment rather than some intuitive or subjective thinking. The new form should be re-designed by the Human Resources Department and agreed by all Department Heads and finally approved by the CEO.
3.3
Establish an Internal Chopping System
No undertaking can operate efficiently unless its various departments are closely coordinated. The harmonious functioning of different parts of an organization is an essential to achieve desired results.[2] Thus an internal chopping system need to be established in order to assure all Department Heads can receive documents on time and improve inter-departmental communication.
4.0
Implementation
After identifying and defining the problems, effective problem solving
demands the process of implementation. All members should be aware of their
responsibilities under the plan. It will also help everyone heading in one
direction, by working towards the same goal.
The following timetable will be helpful in implementing the
recommendations listed previously.
|
WHEN |
WHAT |
WHO |
|
Monday July 5, 2004 |
Initial meeting of appointing a personal assistant and subscribe the
Gazette |
Human Resource Manager |
|
Monday July 5, 2004 |
Prepare a new Performance Appraisal Form |
Human Resource Manager |
|
Tuesday July 6, 2004 |
Hold meeting with all Departments for the agreement of the new form
and then send to CEO for approval. |
Human Resource Manager and all Department Heads |
|
Tuesday July 6, 2004 |
Start to use the chopping system by sending the copy of the new
appraisal form as an example. |
All Department Heads |
|
Friday July 9, 2004 |
Review the implementation at monthly basis and alter if needed. |
All Department Heads |
Collins, R., Effective Management, CCH Australia Ltd, Sydney,
1993.
Light, H., The Nature of Management (3rd edn), Pitman
Publishing Ltd, London, 1974.