A Draft of the Staffs Consultation Plan - Essay Example

To: the Senior Executive Officer From: Subject: A brief report on staff consultation to review the effectiveness of the organization’s business communication system Date: 14th April 2010 Purpose: This report is to give a brief description of the need for an assistance officer; the process which was followed to recruit him or her and the results of the process. Background Information: Communication is the key factor which determines the performance of an organization. It facilitates the togetherness of all the workers in the business hence it is easier to achieve the common goal and objective of the organization. The system should have a clear hierarchy such that it is easier to know whom to consult and whom to instruct if need arises. The leadership subdivision creates some sense of being responsible since it clearly specifies the areas one is in charge of and he is the one questionable in case of poor performance or any other kind of failure. It is essential for each office to have the officer in charge as well as the assistant officer who helps in the management to ensure that everything is catered for or is in charge incase of the absence of the senior officer. This also helps to facilitate effective communication since there is always someone available to account for any activity taking place in an organization. In the case of my program to undertake a staff consultation process so as to evaluate the efficiency of our business organization’s communication system and to communicate to staff the key corporate messages of the business; there is the need for an assistant officer to enable the success of the program. Description/Message: The consultation plan clearly indicates the aim of doing the research; that is to gather the staff’s views concerning the usefulness of the internal communication system of the business, the specified staff members who are aimed to give the feedback and the time set for this research process to take place. The selection process of an assistant was successful and attached are letters to inform the interviewee of the results of the selection. Please sign them. Conclusion Kevin Rudd was offered the position as he has all the skills needed for a successful research activity, these include communication skills and above all he has a five years working experience with a recognized organization. Bob Brown has some skills but needs time to apply them in a working environment since he has not had any chance of gaining experience. I have opted to give him a lower position in the research process so as to analyze his performance. The third person- Tony Abbott does not have any research skills hence did not qualify for any position. Recommendation/s I request you kindly to go through the attached documents and consider my request to sign the letters and give an approval to go ahead with the activity. Action Am also looking forward for your economic, psychological and material support, for the enhancement of the success of my research process. Thank you in advance. A draft of the Staff‘s Consultation Plan The research involves the effectiveness of communication system of the whole organization. The specific aim is to come up with a formal communication network which can be used by the members within an organization. It can either be used to communicate among the employees or by the management to the employees. This system will enable the workers give their suggestions regarding the operation or development of the organization or reduce wastage of time since it will reduce the movement of the workers as they move to make consultations. It will also ease the work of various personnel as they will easily give instructions to their workers. Since it will have impacts on all the members of the organization, all should be included to give their opinions concerning the issue; then the results will be analyzed to come up with an average report. This will also make them have a sense of belonging to the organization when they are involved in making the decision. I will prepare some interview questions and a questionnaire which will help to gather information, the two of them should be printed on separate sheets. The interview questions will give guidance on how to approach a respondent and develop a rapport with him or her so as to give a relevant feedback; only a copy of this is required for the interviewer. An example of the question is; do you admire organizations with well established communication system? The questionnaire is printed in many copies such that every respondent will have a copy. It is a list of questions and a blank space against each question for the respondent to write the answers. After answering all the questions the respondent will give back the sheet to the interviewer for analysis. Some of the questions which should be included in the questionnaire are: List the modes of communication that you are conversant with, among the list which is your favorite? With all the plans accomplished, the research process is planned to start in two weeks time. It should last for a whole year so as to allow those who might have gone for their annual leaves to resume and have time to give their opinions. After that the analysis of the acquired data should take only two weeks. Some other questions will also be prepared for the random samples. This is where groups of staffs will be picked at random and asked questions. For example, during the tea break, the interviewer will go rounds picking groups of workers and using these questions, interview them but in a more informal way. Like the case of the interview questions only the interviewer’s copy is needed. The area of my concern will only be a system which will be used by all the workers within the organization but not outside, that is a local area network. A field research should be done to ensure that every body will be comfortable using it. Every improvement should be done to ensure that all the goals and objectives of the organization are achieved to the best. Recruitment Letters Human Resource Officer, C\O the Senior Executive Officer, Jusco Business Organization, 000-6200 Sydney, Australia. 14th April 2010 Kevin Rudd, 000-200 Sydney Australia. Dear Sir, RE: SUCCESSFUL APPLICATION Following the outcome of the interview which you did in our organization, am glad to inform you that you have been recruited as our new assistant officer. You will be required to assist in carrying out a research program which is due to start in two weeks time. Your required to report immediately for briefing. Kindly accept our request. Yours faithfully Human Resource Officer. Date: 14th April 2010 Senior Executive Officer’s stamp Date: Human Resource Officer, C\O the Senior Executive Officer, Jusco Business Organization, 000-6200 Sydney, Australia. 14th April 2010 Tony Abbott, 000-600 Sydney Australia. Dear Sir, RE: APPLICATION DECLINE I regret to inform you that you were not considered for the position you hard applied in our organization. This is because you did not meet the requirements which we had set for the qualification. Please try to improve your skills and also gain some working experience. We would have been glad to work with you. Thank you in advance. Yours faithfully Graduate assistant officer. Date: Senior Executive Officer’s stamp Date: Human Resource Officer, C\O the Senior Executive Officer, Jusco Business Organization, 000-6200 Sydney, Australia. 14th April 2010 Bob Brown, 000-150 Sydney, Australia. Dear Sir, RE: SUCCESSFUL APLLICATION In reference to the interview which you attended in our organization; I would wish to inform you that you have been offered a job not of the position you had applied for but as an assistant to the officer. This is because although you proved to be having the skills but lacked the work experience. Kindly accept this offer because your efforts will determine whether you will be promoted to the position you wanted or not. Try to avail yourself for briefing on 19th April 2010 at 10:30 Am Thank you. Yours faithfully Graduate assistant officer. Date: Senior Executive Officer’s stamp Date: Read More