Approaches for Workflow Allocation
a)
The reception team is handled by Aroha and the other team members are Leonie, Carla, Su’a, Rico, Zoe, and Puvana. Being a team leader Aroha needs to assure certain points to continue with the effective workflow.
- Aroha, being the team leader, the trust issue needs to be addressed, so that the employee can open up their sudden weaknesses and fear within the team members.
- The team members need to involve in debate to discuss the new ideas so that the best solution can be obtained.
- Aroha needs to motivate the team member to take part in team activities to make them feel the collective goals.
- Lastly understanding the business resource and then allocating the breakdown of the workloads among the team members (Newman et al.2018).
- Extended Opening Hours: The extended opening hours denotes the further elongation than the usual business working hours. The extended opening hours is extremely important for the service industry to provide better service to the customer’s queries. For an instance KHC organization can extend their opening hours so that they can improve their customer service department. It will help them to respond back to their customer’s email messages and the website queries promptly. If the organization extends their opening hours then it will be helpful for them to work during the peak hours, each employees could be able to complete their pending task within the deadline.
- Easy to Source Staff:Easily sourcing staff can be considered to be a major HRM factor that ensure effective management of team workflow. As per Shava et al. (2020), in order to ensure that an organization have effective workflow, it is crucial for HR executives to recruit efficient employees within a short period of time. In this era off globalization, employees are considered to be one of the most important assets of an organization and easy staffing of skilled employees will enhance the workforce and eventually the workflow of the team. Given the fact that Aroha currently possess only 6 team members while the number of responsibilities are higher, easy staff sourcing will help Aroha to manage the workflow. On the other hand, if Aroha is unable to easily source staff, limited number of staffs will not be able to meet the increasing load of responsibility, resulting in poor performance of the business.
b)
Five approaches can be taken to allocate the workflow between the team members. These are the following:
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1. Availability of Workforce |
Aroha has to monitor the work source before allocating any task. Being the team lead, Aroha can check how many people are present in the workforce according to that can allocate the task. The job will be distributed in such a manner that each members of the team do not get monotonous with same kind of job that can negatively affect the productivity. The team will be getting prior intimation of the in charge on weekly basis and it will put positive impact over their monthly appraisal. Hence the team workflow will be maintained carefully and will be providing equal opportunity to obtain professional improvement. |
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2. Arrangement of Team meetings |
Team meeting is something where each member can discuss the allocated task and through this process the team lead can explain how the workflow will be continued. The team lead can arrange for 5 to 10 minutes meeting to the check the workflow and get clarification of work |
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3. Push System Approach |
This push system approach would help in controlling the schedule and to take order from the customers so that they can allocate the task among their staff. Aroha can evenly distribute the workflow among the team member so that productivity gets increased and it will ensure that the work burden gets evenly distributed and no one in the team gets over burden for the day. This push system approach is useful because it decentralizes the work burden and helps the work life of the employees much easier. It will create a bond between the team members and smoothen the allocation of the workflow for every day. This approach will help Aroha to ensure the lessen down of the probable occurrence of internal conflict among the employees. |
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4. Making Roster |
Aroha will have to make a roster for the allocated job for resolving the weekly target so that they can assess the submission deadline for each job. Following the roster is not only helpful for the upper-management to design the workflow and monitor the employees so that they do not miss the deadline but also it would provide better understanding of the expectation from an allocated job for specific time span. This will help in avoiding the misunderstanding between the team members and also any kind of disparity of tasks that are specially designed for them. The most important thing is to set the strategy while modelling a roaster and implementing it within the team. Setting an overall objective of a project is essential to ensure individual involvement in the team. Breaking down the tasks into prominent milestones helps members to stay focused distinctly. Another prime thing to keep in mind while allocating is to consider the experience, expertise, interests of the team members. By making roster, Aroha firstly could assess the individual engagement of the team members and according to the skills, experience and knowledge allocate the task milestone to keep the team focused toward their work. Aroha needs to monitor the whole team perpetually on the advancement of the project and impart feedback helps in generating more finer outcome than anticipated result. |
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5. Making Display of General Meeting |
The HR management of the KHC organization can arrange for meeting for the staff members so that they get to know about the company policies and annual leaves available in the organization. The management can make a visual display in the staff room so that employees get to know about annual leave approval and other policies related to work. |
- The work is related to handling the reception department. And the main workflow is evolving in the reception is to communicate with the customers and other task includes attending to the customer’s queries, sorting out the emails, and helping the other department with printing and typing works. Other workflow includes guest services, room status, maintenance and settlement of the guest account, and creation of guest history records, reservation, and registration, room and rate assignment.
- This workflow will require specific expertise in handling the reservation and registration work and along with keeping the guest history records. The staff should be required to handle the room status and the servicing the customers by fulfilling their requirements.
- The organization should firstly provide proper orientation towards the respective job profiles and also company needs to reinforce the behavioural aspects of the receptionistsso that they can attend to the customer’s queries patiently and politely.
- Attending to the guest service and making room status checklist will be required two people to handle the process and the record-keeping work can be done by one expert.
- For KHC organization, it is required to stimulate the Push System process where the job will be allocated evenly and so that each team can perform better performance. This workflow requires manpower with certain expertise. The reception has been maintained by six people and led by Aroha.
- The KHC organization has 12 tasks to allocate in the in the team of 6 people. Each two people will be in a team to handle specific department and the management will allocate the 2 tasks to each team (hypothetically team A, B, C). The staff will maintain task deadline and team B lacks because of less productive team members and takes longer time to meet deadline. This push system is used to maintain the workflow in a better way and instigates the employees work more proficiently.
Lastly, it is required to have a specific team performing specific duties in the workflow. It will help the organization to focus on each department and it will enhance productivity.
c)
The team members must know who the leader is. It will help them to understand whom to communicate with and for what purpose. And the other step that needs to follow to make appropriate communication among the team members is to have proper knowledge of the job role and responsibilities of each member. It can impact the streamline of the official work. It should be two-way communication and the team members can express their thoughts to upper management.
KHC needs to identify its main stakeholders as in the customers. So, they should be informed about the recent website launch and Facebook handlers of the organization through effective email communication (Chyhryn et al. 2020). And the KHC has to assure them of more frequent responsiveness of chatbots.
For analysing the answer, the main stakeholders of the KHC organization is their employees in each team and their targeted customers. The following approaches they assimilate in maintaining communication with their stakeholders.
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Approaches through Social Media |
KHC organization is planning to focus on their Facebook and Instagram handlers. They can made communication through this social media channel. They can make their customers aware about their service offerings and also promote loyal programs for the potential customer segment. They can do email marketing by sending promotional offers of new service offerings. |
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Approaches through Monthly Appraisal |
KHC organization can implement the appraisal programs for their staff members of each team to motivate them by exciting prizes and the ceremony needs to be happened in the staff room to enhance the communication between the team members. Management can provide sponsorship to sports events invented by the team members. |
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Approaches of Teaser Campaigns |
KHC organization can organize the internal teaser campaign to develop excitement in the employees while communicating about new ideas and service launches and other business related issues to the employees. |
d)
KHC can establish an annual leave policy and also put some restrictions on when the employee can’t request leave (Y?ld?r?m and Aydemir-Karadag 2021). The KHC organization can include plans like offering their existing employees monetary benefits and incentives and extra leave that they can take any day of next month for working on Christmas day. If that plan does not work out, the organization can also hire certain employees who are willing to work specifically on Christmas day to handle work scheduled on that particular day. This way, they can eliminate the unproductivity of the peak periods like Christmas, and it will not hamper the specific workflow.
References
Chyhryn, O.Y., Bilan, Y.V., Bilan Yurii Valentynovych, Y.V. and Kwilinski, A., 2020. Stakeholders of green competitiveness: Innovative approaches for creating communicative system.
Kalenda, M., Hyna, P. and Rossi, B., 2018. Scaling agile in large organizations: Practices, challenges, and success factors. Journal of Software: Evolution and Process, 30(10), p.e1954.
Newman, A., Herman, H.M., Schwarz, G. and Nielsen, I., 2018. The effects of employees’ creative self-efficacy on innovative behavior: The role of entrepreneurial leadership. Journal of Business Research, 89, pp.1-9.
Shava, V., Mwale, R.K. and Shava, J.G., 2020. Fixed Term Employment and Its Influence on Workflow: A Case Study of SADC Plant Genetic Resources Centre.
Y?ld?r?m, G. and Aydemir-Karadag, A., 2021. Designing an annual leave scheduling policy: Case of a financial center. Journal of Industrial & Management Optimization.
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