Encouraging Communication Channels - Assignment Example

Encouraging Communication Channels Introduction All organizations, whether big or small, private or public need to operate smoothly to achieve their set objectives and goals. Over time, management theories and concepts have been formulated and modified to provide a framework that can be applied by managers in their organizations. However, as Bateman and Snell (2007), notes that organizations have to formulate and implement their own various management models to attain their intended goals. No industry has been spared the application of management theories and concept, not even the construction industry. There are four basic functions performed by the management team, these are; planning, organizing, directing and controlling. However, Hentry Fayol added three more functions, co-ordination, motivation and communication (Reddy, 2004). This present essay is going to examine specific aspects of management in relation to construction industry. A record from your working environment for an appropriate period Young Engineering and Construction Company (YECC) is a medium sized company that deals in engineering works as well as construction works, it is located in New York City where it carries out its operations. The company has undertaken several works and it is reputed for its good work, though it is still yet to undertake major works. Observation was made about the working environment the company for a period of five days. The aim of the observation was meant to record and examine the way the communication is carried out in the company. The observation made, resulted in the following findings. Communication at YECC Encouraging Communication channels Communication is a very important instrument in any organization. It is even more important in the in the construction industry as clear messages have to be send and received to avoid miscommunication that can be very costly. Murray and DiCroce (2003) notes that for a company to be successful the management structure has to have very effective communication strategies, this relate to employee in the organization. Good organization working environment calls for a high level of effectiveness in the communication. When communication is rightly used in an organization it motivates the employees. However when communication is poor it will always demoralize the workers. a) situations where each of the forms of communication has been utilised (written/visual/oral) It was observed that the company uses various approaches of communication, for instance, it uses written notices to pass information about impending meetings that the company holds regularly. The notices are pinned on the notice boards and employees expected to read them. Verbal communication is used on many occasions, YECC have holds regular meetings in accordance to various levels and departments. Each section in the company holds its own meetings and the discussions from the meeting passed to the departments who review what ever was discussed, all these are carried out verbally. One thing aspect where visual communication is used in the company is how employees and the management relate to each other. They show courtesy, attentiveness and humility, it was established that this has come from recognizing that workers are human and have to be treated so, to enhance communication. b) Identify where information and communication technology has been used. Information communication technology ICT is used in many organizations to enhance, speed up and cut down on costs of communication. This is been taken up by YECC, which uses ICT. One area which the company has utilized ICT is in record keeping, the company use computers to store its information and retrieve the same information when required. The company also communicates through the internet with not its clients and suppliers, which was found to be faster and cheaper way of communication. Generally, ICT as a way of communication offers great benefits to the company, increased effectiveness, wide range of audiences, and transportation costs. c) Identify areas where barriers to communication (physical, psychological/ intellectual) have occurred due to the medium of communication used. There are several aspects that can result in ineffective communication or breakdown in communication creating barriers to communication. At YECC, it was identified that some barriers exists. One of the barriers arose from the organization culture and climate and culture of the company. As note by Saul (1990) culture and climate created in organization greatly affects communication within organizations, in a way messages are passed. Being a construction industry, in some areas the noise level from machines was observed to interfere with verbal communication. The company has a diverse workforce, and it was also observed that this created a barrier in communication in terms of language and even when ICT was used to communicate, some employees do not effectively know how to effectively communicate through the intranet. 3. Critically evaluate the role that management theory has to play in informing the practice of management in today’s construction industry. Managing is an important aspect in all human activities. Since the period human being stated forming social groups to attain their goals and objectives that they could not achieve as alone, they needed management skills to coordinate individual efforts. With development of the society and groups formed become more complex and bigger hence requiring more skills coordinate them. Thus, management theories were formulated to equip managers with the necessary skills and knowledge to manage complex groups or organizations. As pointed out by Denison (1990) management is an art and a science, in achieving set goals through people. Managers are thus expected to increase productivity through continuous improvement of their work force. In the current construction industry, management theory has become more important than ever. This is because the industry has become more competitive and complex and managerial skills are required to navigate through these challenges. The con role that management theory construction industry is involved in problem solving, planning, designing, building, supplying and many more activities. All these activities require management skills to be successfully carried out. As noted by Gagliardi (1986) problem soling needs problem identification, evaluation and implementation of solutions to managerial problems, this cannot happen if the manager involved does not have management skills. The most important resource in any industry the human resource, even in the construction industry, human resource management is highly required. With highly qualified and skilled human resource working in the industry, it is clear that management theory must be applied in the management of this important resource. Constructions companies today are required to use strategic human resource management to recruit, select, and hire their employees. Performance evaluation, promotions and reward system in the industry all require application of management theories to be successfully carried out. Another key area in construction is planning, as explained by Koontz and Weihrich (1990) planning is employed at varying levels basing on the phase at which the construction works is at. For example, it can be at the per-tender planning or pre-contract. And this would require planning knowledge underlined in the management theory. Organizational leadership within the construction industry needs to be formulated along the concept of interpersonal relationship, self motivation and teamwork. All these aspects require management skills and concepts from the management. In general, there are three basic management aims. One aim is to ensure that organizational objectives and goals are achieved, in the most cost effective way. The second aim is to look after the welfare and safety of the employees and the third aim is to safeguard the machinery and other resources of the company, human resource included. Accordingly, the seven principles of management have to be utilized it achieve these three basic aims, and management theories have to be applied in the construction for this to be achieved. 4. Consider your company’s organisation chart, and suggest any changes to the structure which you would recommend. Fully explain the reasons for your choice of action, or inaction. Make specific reference to the effects of the following: To Gagliardi (1986) organization structure is a way of representing relations in an organization; it shows how groups are interrelated in organization. In many cases organization structure is depicted in an organizational structure chart. Organization structure of an organization show the current management, communication channels of the organization and how they are coordinated. The vision of an organization can be displayed in the organization structure. YECC management structure is a centralised type of structure where power is consolidate at the top and decisions are also taken at the top management only. This type of structure does not creates internal accountability and competitiveness among the employees and also do not fully give the employees enough freedom to exploit their potential. Thus, a decentralized structure is proposed. The decentralized structure will allow departmental managers to be more accountably and also use their knowledge and skills to improve their departments. The Company will also have a chance to exploit the division of labour through the sharing of decision making process within the company. The decentralized structure will allow the organization to be divided in small management units depending on their functions which operates with some autonomy (Denison, 1990). This will as well allow the company to run its departments more effectively as it is easy to management smaller units separately than the whole organization at ago. 5. To what extent do you feel that management of your organisation/ company fulfils the principles and processes of management Forecasting: A company has to forecast to plan well. According to Reddy (2004) entails financial forecasting, cash flow, annual turnovers and construction works forecast. At the YECC, the company has installed computer forecasting software to help in forecasting. Managers also use their previous records and current records to project the future requirements of the company in terms of finance, employees and finances; so far, they have been successful in this area. Planning: Planning entails sound thinking through organization goals and deciding what is required to be achieved in order to attain the objectives of the organization (Reason, 1993). Managers at the YECC have been able to successful apply this process in planning for the future of the organization, just like a blueprint to predict possible problems and on possible solutions to avoid these problems and create a competitive edge. Organizing: To achieve the objectives set in the planning stage, the organization has structured its work. The management at YECC have appointing specific employees for particular duties or assignments that they can perform best. This is done through staffing, training of workers, recruiting and creating effective work teams. Directing/leading: The success of company is determined chiefly by the kind of leadership employed. Accordingly, leadership at involves the power of an individual to persuade and inspire others towards attaining the objectives and goals of the company. Managers at YECC influence and motivate their employers and leads them in the performing the duties assigned to them in the planning process. Controlling: these are processes ensuring that the company’s plans are carried out in a proper way. The management at YECC understands that controlling is the finishing aspect functional sequence of management process and at completes the management circle. YECC has successful managed its controlling process by holding departmental meeting on regular basis. These meetings are used to evaluate the daily program, avoid problems that may occur, and to find out if existing problems, so that they are tackled and resolved immediately and effectively. Control process is also used to set performance standards of employees. YECC has been able to maintain high standards of its constructions works because of effective control measures it applies. 6. Coordinating: as noted by Stoner et al. (2003) co-ordination involves creating uniform efforts between the management and the employees of the company to achieve the set goals and objectives. The management of the YECC through leadership, involvement of other employees have been able to effectively coordinate their activities, and achieve smooth running. 7. Communicating: communication is very important for effective running of a company. YECC uses new technologies such as internet, mobile phones, and fax to communicate with its employees, and also with its other stakeholders such as suppliers and clients. Managers at YECC keep effective and efficient communication avoids creating misunderstandings within and outside the company. Conclusion In the words of Reddy (2004) the seven principles of management, namely, forecasting, planning, organizing directing, controlling, communication and coordinating are vital for any organization that needs succeed it its business activities. However, in any organization, the individual contribution from each employee plays an important role in achieving the objectives and goals of the organization. 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