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Content page number

1. Introduction 22. Answers on question number 1 33. Answers on question number 2 124. Answers on question number 3 145. Bibliography 17

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INTRODUCTION

This the first assignment which I’m forwarding as a part of module 1 exam in professional qualification in human recourse management program at the institute of personal management Sri Lanka.

The case study is about the “Super TV Company” and there are three characters involving with the current case.

Ariyasena - the vice president of the division Melani - the department head Leelarathna - Melani’s immediate supervisor

The major issue in this case as a whole is that the superiors of Melani don’t communicate with her and others in the division and they just keep working on their own management process individually.

Melani is heading the department which is responsible for the production and assembly of television receivers and she has a well-trained and well knowledgeable staff, was giving rewards to the division. But in this quarter, the

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production was going down and the number of rejects was going up. Melani knew that the staff doesn’t like to work as usual and they are not performing well due to few lapses with the current situation. But she didn’t blame on her staff because she knew it happened because of her superiors.

But Ariyasena and Leelarathna were concerning only on implementation of their new procedures to product a better model and they hired an outside contractor just to produce a Dozer prototype. Ultimately they are surprising with no success.

01.Answers on question number 1:

What are the issues on this case?

While analyzing the situation, following observations were made by me which caused for the horrible issues came on “Super TV company”.

1. There is no proper management system in this company and it has led to many lapses in the management system and it’s a classical management approach.

2. The divisional heads (Leelarathna and Ariyasena) didn’t cooperate with Melani who is a first line manager in planning and organizing process and there is no proper communication on organizational goals and plans from upper management to down below. Therefore they couldn’t direct and control Melani’s performances following she couldn’t handle her staff in an efficient and effective manner.

3. The divisional heads of “Super TV Company” didn’t concern the people (employees) as a critical factor on production process and as the most valuable resource in the organization.

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4. There is no Human resource manager and even they are not taking any advice/assistance from a HR practitioner when implementing new methods/ models.

Let discus all the issues one by one.

1. There is no proper management system in this company and it has led to many lapses in the management system and it’s a classical management approach.

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It doesn’t seem that there is a vision, mission or any strategic plan in this company. They may have, but the vision, mission and strategic plans should be visible to everyone in the organization from top to bottom.

Vision (what business are we in? what’s possible?)

Vision defines as a desired future and helps guide all whom accept and understand it. Shared vision serving to explain what business you are in, can be

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dream vision missionobjectivesstrategies action planperson respons-ibledescrip-tion

framed around answering the question “ what crying need do we satisfy?” or “ what organizational pain do our effort or service resolve?”

Mission (why does this matter? Working with purpose and meaning)

An organization’s mission or purpose is answer to the questionsa. Why are we doing this?b. What’s vital important about our work?c. With what aspects of this work do I most identify?

By vision and mission statement, the top level of management can powerfully communicate the organizational intentions and motivate employees to realize organizational goals in future.

The employees of “Super TV Company” do not aware about the company’s vision or mission; if they knew they would adopt and adjust with the new system easily. Other thing is that all managers should involve together when discussing about organizational plans, new implements or any changes in the organization and how to lead, control and organize them according to the company’s vision and mission. But here in “Super TV Company”, only the decisional heads involve with above matters and make decisions without considering other consequences.

The divisional heads of “Super TV Company”focused only on technical tasks without considering the employee relations and the value of human factor in the production chain. Therefore it emphasizes a classical management approach and which not seems to be successful.

2. The divisional heads (Leelarathna and Ariyasena) didn’t cooperate with Melani who is a first line manager in planning and organizing process and there is no proper communication on organizational goals and plans from upper management to down below. Therefore they couldn’t direct and control Melani’s performances following she couldn’t handle her staff in an efficient and effective manner.

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Planning and organizing are two of major functions in management. Let’s discus how those two functions involve with “Super TV Company’s” case.

Planning:

Accounting to Koontz, O’Donnell and Weihrich, “planning is an intellectual demanding process; it requires the conscious determination of course of action and the basing of decision of purpose, knowledge and considered elements. Planning is one of important function of management because of the following factors.

a. Makes the objective clear and specific:planning clearly specifies the objectives and the policies or activities to be performed to achieve organizational goals.

b. Offsetting the uncertainly and change: planning is necessary to look ahead towards future and to take decisions regard facing the expected changes or requirements.

c. Plans facilitate decision making: to achieve the objective predetermined under planning, company has to take various decisions by considering the available resources.

d. Provides basis of control: under controlling actual performances are compared with the planned performance.

e. Leads to economy and efficiency: planning clarifies the work and its method of doing. Resultantly it reduces confusion and wastage of resources.

f. Facilitate integration: planning provided proper directions to the subordinates. Resultantly they all make effort towards the achievement of planned object.

g. Encourage innovation and creativity: planning is the process of thinking advance and so plans are made to achieve a target at future by using latest methods and it leads to innovation.

h. Facilitate control: planning facilitates the managers in performing their function of control. Planning and control are inseparable in the sense that unplanned action can’t be controlled.

i. Improves motivation: the effective planning system ensures participation of all managers, which improves their motivation. It improves motivation on workers also.

j. Improves competitive strength: effective planning gives a competitive edge to the organization over other organizations that don’t have planning or have ineffective planning.

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k. Achieves better coordination: planning secures unity of direction towards the organizational objectives. All the activities are directed towards the common goals and there will be a better coordination in the organization.

As per the Lowrence S. Kleiman, each level of management has following responsibilities on planning function.

Management level Consist of who Responsibilities on planningTop level management Board of directors,

president, vice president, CEO

Overall strategic planning. It encompasses the long range objectives and policies. It might be called the “what” of planning. Top level management formulates the plans towards the organizational goals.

Middle level management

General managers, branch managers, departmental heads

Tactical planning. It concerned with “how” of planning. Middle level management responsible for implementation of plans directed towards the accomplishment of operative goals within the division.

First level managers Supervisors, section heads

Operation or actively planning and implementation within the section. They provide the specific task orientated information to higher levels on formulation of strategic or tactical plans.

As per above descriptions, Melani also should actively participate on formulation of plans and she should attend with providing specific task oriented information to her superiors and she is responsible for implementation and accomplishment of organizational plans. Organizing:

Organizing is the function of management which follows planning. It’s a function in which the synchronizing and combination of human, physical and financial resources takes place. All the three resources are important to get results. Therefore, organizational functions help in achievement of results which in fact is

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important for the functioning of concern. According to Chester Barnard “organizing is a function by which the concern is able to define the role positions, the job related and the co-ordination between authority and responsibility.” Hence, in an organization, it has to get organized in order to get results.

In an organization, organizing involves with job designing, departmentalization, delegation of authority, span of management and chain of command.Therefore when organizing the established plans, even first line managers should involve with identifying tasks and dividing tasks and getting the correct people. Hence the divisional leaders of “Super TV Company” didn’t involve with Melani in the process of planning and organizing, the staff’s outcome was poor and divisional managers couldn’t obtain what they expected from the staff.

Job Specialization: Job Specialization is one of the basic principles of organizing. Merlani’s staff was well experienced and well knowledgeable in all aspects of production and they were well specialized on their production. The company was gaining rewards and experiencing the inspiring results of well job specialized staff for past five years.

a. Advantages of job specializationI. Increase productivity

II. Lengthen span of managementIII. Decrease time on trainingIV. Contribute to the higher qualityV. Facilitate the achievement of complex goals

b. Disadvantages of job specialization (over jobspecialization)I. Boredom

II. StressIII. Low productivityIV. Poor qualityV. Absenteeism

VI. High employee turnoverWhen it compares with the “Super TV Company”, this is the time for a

change in organization because the Melani’s staff was working on the same task for more than five years and it’s a too much time. But the way divisional managers and Melani approach for a change wasn’t enough for a considerable turnout in the system.

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Directing/Leading

Directing is a major function in management. It’s said to be a process in which managers instruct, guide and oversee the performance of the workers to achieve predetermined goals. Directing is said to be the heart of management process. Planning, organizing and staffing have got no importance if direction function does not take place.

“Directing involve determining the course, giving order and instructions and providing dynamic leadership” – Marshal

Directing involve with followings1. Telling people what is to be done and explain how to do it2. Issuing instructions and orders to subordinates3. Inspiring them to contribute towards the achievement of objectives4. Supervising their activities5. Providing leadership and motivation

Elements of direction can be laid down as follows

1. Communication2. Leadership3. Motivation4. Supervision5. Coordination

Since the upper management didn’t involve with Melani in communicating and coordinating on planning process, it emphasize that there is no proper functioning of directing function in their management system and upper management fails to get the job done through Melani effectively.

Leadership

Leadership is the art of motivating a group of people to act towards achieving a common goal or it’s a process of involving of two or more people in which one attempts to influence the others behavior towards the accomplishment of a common goal.

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As per 10 leadership qualities of A Manager by Michael McCormic, management consultant, owner of MPCS, followings can be listed as the qualities of god leadership in management.

According to this, following observations can be made on “Super TV Company’s” weak leadership qualities with management.

1. Lack of communication2. Weak team-building in the management system

Therefore all three managers are exposed to weak decision making and weak communication of organizational to the subordinates which leads low down the total outcome of the division.

Control

Controlling is the process of monitoring activities to ensure that they are being accomplished as planned and of correcting any significant deviations.

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Controlling is one main function in the management system and it’s the final link in the management process. Since Melami doesn’t involve with planning and organizing process, it’s very difficult to her to ensure the proper accomplishment of organizational tasks and goals, for that she has to have a broad knowledge on it. Therefore it’s very difficult for Melani to control the new plans and methods.

3. The divisional heads of “super TV Company” didn’t concern the people (employees) as a critical factor on production process and as the most valuable resource in the organization.

Out of necessity to complete and survive, the combination of innovation and technology are two focal points of management. The challenge for management is to make things happen through people, leadership, culture, and organizational mindset. And this doesn’t mean that everything must be done quicker, faster at a lowest cost. The real bench mark to ask is; does it add value to existing process?

“Human factors discovers and applies information about human behavior, abilities, limitations, and other characteristics to the design of tools, machines, systems, tasks, jobs, and environment for productive, safe, comfortable, and effective human used”- McCormic, 1993.

The divisional heads of “Super TV Company” doesn’t recognize human factor is the most valuable recourse in the organization. They just focused on the new model and to implement it very quickly. They never thought of consequence which may be appearing by implementing the new model and how to overcome the obstacles.

When change occurs, employees faced a potentially uncomfortable period of adjustment and they settle in to a re-designed job. People are unwilling to alter long established attitudes and behavior.

Therefore divisional heads should have told Melani that she must learn a new analytic technique and she will probably accept the suggestions. They must tell her that she must resentful and resistant to change.

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4. There is no Human resource manager and even they are not taking any advice/assistance from a HR practitioner when implementing new methods/ models.

As it was mentioned early, there is no HR manager neither they take assistant from a HR Practitioner when implementing new changes or procedures.

HRM can influence employee commitment and management philosophy of individual managers.

The Modern HRM is…………..

A part of a long range planning and policy making. HR specialist must become more well-rounded business persons. HR specialist must become fully knowledgeable about present and future

trends and issues in HR HR specialist must promote effective human resource utilization. They must

stress on the importance on return on investment HR specialist must help solve important organizational problem. Must make

practical suggestions to meet current organizational objectives.

`The “Super TV Company” could rectify a lot of problems if they get the assistance of HRM at their management process and at the new implementation of plans.

02. Answers on question number 2:

What in your view is the most important issue?

I have pointed out four main issues in “Super TV Company: as it has been discussed early. All of them are very important since every issue guided “Super TV Company” to dreadful circumstance. But as per my opinion the fourth issue can be identified as the most important issue when compares to others.

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“There is no Human resource manager and even they are not taking any advice/assistance from a HR practitioner when implementing new methods/ models”

It gives the solution for all above mentioned issues. Let discus the importance of a HEM and why HRM is so important.

Why HR Management important to all manager?

You get results through people you can do everything else right as a manager- lay brilliant plans, draw clear organizational charts, set up modern assembly line, and use sophisticated accounting controls – but still fails by hiring the wrong people or by not motivating subordinated.

On the other hand, many managers, presidents, supervisors have been successful even inadequate plans, organization or controls. They were successful because they had the knack of hiring the right people for the right job and motivating, appraising and developing them.

HR Manager carries out three distinct functions.

1. A line functionThe HR Manager directs the activities of the people in his or her own department and in related service area.

2. A coordinate functionHR Manager also coordinate personal activities a duty after referred to a functional control. Here he or she acts as the “right arm of the top executive”. To ensure that line managers are implementing the firms HR policies and practices.

3. Staff function (assist and advise)Assisting and advising line managers is the heart of HR manager’s

job. He or she advises the CEO to better understand the personal aspects of the company’s strategic options. HR assists in hiring, training, evaluating, rewarding, counseling, promoting, and firing employees. It administers the various benefit programs. It helps line managers comply with equal employment and occupational safety lows and plays an important role in handling grievances and labor relations. It carries out innovator role by providing up to date information on current trends and new methods for better utilizing the company’s employees or human relations.

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Those functions especially staff function is the solution for most of issues in “Super TV Company’s” case.

Another special issue is they have hired an outside contractor just to produce a dozen prototypes. Melani’s team was experienced and knowledgeable about all phase of production and they have worked together for a number of years. Therefore, they are specialized on their work. They should have given a chance to Malani’s team to produce the prototype and they might talent enough to produce them. They might able to create the most creative model according to their experience and knowledge.

If they get the assistance of a HR Manager, he or she will encourage the innovation of the staff and would give the opportunity to Melani’s staff. Especially HR Managers are very careful when it comes to recruiting. They always see the internal strength and opportunities before looking for external opportunities. Furthermore, if they givethe chance to Melani’s staff, it will be a non-financial motivating tool as they will feel that management kept confidence on them. Since they are experiencing disadvantages of specialization this is the right time for a change.

03. Answers on question number 3:

Discuss the manner in which you could solve the main issue.

As it was discussed early, there are only three characters. Vice president of the division – Ariyasena Melani’s immediate supervisor – Leelarathna Department leader – Melani

Main issue in this case at a glance is Leelarathna and Ariyasena don’t communicate with others properly. It affects badly to Melani and her staff and finally it affects to the smooth run of the organization.

Melani’s department was responsible for the production and assembling of television receivers. Her staff was specialized on their task and they have won wonders at annual awarding ceremony.

But at the last quarter, Melani’s department demonstrates inefficiency in their tasks and activities. Production was down, rejects was up, complain calls

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increased up. Melani knew that her staff is not interest to work as usual and there are so many short comings. Bu she is angry with upper management and criticize them but doesn’t take any action to overcome the problem.

As a leader she should get immediate action for those issues. She should declare the grievances to HR division/ Manager. She seems to be in stressful situation as she gets angry and worrying always. Therefore she needs counseling. If there is no counseling service, at least HR Manager should be a good listener. It will help to minimize the stress.

In this case they don’t speak about any senior manager or HR Manager. All the issues are related to human resources; Ariyasena, Leelarathna, Melani and her staff. Therefore there should be a HR Manager to solve the emerged dilemmas in the “Super TV Company” and to get preventive action for the future.

As clarified in the question number two, first of all it’s recommended to recruit professional HR Manager if they don’t have a HRM at the present. If there, HRM should involve in the management process and coordinate staff functions. HRM is the one who can solve above issues.

There should be an open door system in HR. any employee must have the right to HRM and express their grievance, ideas, suggestions etc. HR Managers are specialized in handling grievance.

The HR Managers’ proficiency

a. HR Proficiencyb. Business proficiencyc. Leadership proficiencyd. Learning proficiency

HR proficiencies

Represent traditional knowledge and skills in area such as employee selection, training and compensation.

Business proficiencies

Reflect human resource professional’s new strategic role. They must also able to explain human resource activities in financially measurable terms such as return on investment, payback period and cost per unit of service.

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Leadership proficiencies

Because the competitive landscape is changing so quickly and new technology is being continually introduced, the human resource manager needs learning proficiencies.

Above categories of HR proficiencies are solution for the main issues as well as other issues aroused in the “Super TV Company”.

Since there are so many weaknesses in the management, it is necessary to arrange training session for the all type of managers as well as employees such as;

1. Management/ managerial skills2. Attitude training3. Leadership/ leadership skills4. Communication skills5. Basic knowledge on globalization and trends6. Basic knowledge on psychology7. Counseling skills and basic knowledge on counseling8. How to deal with stress etc.

Bibliography

1. Heinze Weihrich and Harold Koontz – essentials of management, Management

2. www.mbaknol.com/management-concepts/levels-and-stages-of-planning3. Lowrence S. Kleiman – Human resorce management - Managerial tool for

competitive advantage. 4. Chester Barnard – the function of executives. 5. www.angelachammas.comarticle on leadership expectations

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6. 10 leadership qualities of A Manager by Michael McCormic

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