Problem one
It has come to my notice that despite the external market success of how company the company is still saddled by internal problems. The long terms effects of the problems have drawn my attention and thus prompting me to gain more insights on the roots and causes of the problems and thereafter formulate strategies to be implemented by all the subordinates of the organization. The specific purpose of the latter is to gain more insights on the problem through a rational research and carrying out root analysis to understand and internalize the problems in a more business-related manner. This would translate to formulation and implementation of logical and business sensitive recommendations on how to tame the problems commencing from its root cause and issues. The general purpose of the research is to ensure that the problems encountered by the organization internally does not spill out to the market place. The company just graduated from being a startup company and it is still trying to expand its market coverage by ensuring care of the needs of the target market. However, these efforts could be sabotaged if the internal problems emanate to the overall market. Data solutions is in competition with other technological firms and thus effective problem management is essential and paramount.
There has been numerous complains on the manner and time in which decisions made at the executive level are disseminated to the subordinates. Through research based on clear and informed grounds the decisions are communicated in an unclear manner and in the wrong timing. By employment of root analysis, it is evident that the issue could be arising from the presence of malfunctioned channel of communication from the executive level to the subordinate level. From a qualitative point of view this could lead to uncertainty and confusion on what tasks undertake overall employees (Kokemuller, 2017). These would result to chaos on the objectives of the organization since some subordinates would be undertaking tasks out of the systematic and future direction of the organization. On qualitative dimension this would lead low levels of production caused by an ineffective production process. This would translate that the company would be at risk of losing its market share to its competitors due to the supply of malfunctioning data management software. The latter means that the company would damage and loss its market reputation thus translating to low profit margins which is usually the main objective of the organization.
Problem two
Secondly recently supervisors have not been closely working with the subordinates translating to a poor working relation between the subordinates and the supervisors. Through the employment of LMX theoretical framework it is evident the issue could have been brought about by the authoritative nature of the supervisors who lack intellectual empathy and thus cannot easily understand the experiences and issues brought about by the subordinates. The issues particularly emanate from their daily tasks. On a qualitative point of view this would translate to increased stress in the work place accompanied by low work motivation. This means that most of the subordinates would be trapped in situations of emotional management due to the authoritative nature of the supervisors who exude lack of intellectual empathy. The main objective of most subordinates would be making through a normal workday without confrontations. On a quantitative perspective the latter would lead to Hierarchical Mum Effect which describes a situation whereby the subordinates fear communication certain information to the supervisors to ensure that their relationship is secure and healthy (Youssef, 2013) Actually this would compromise the overall functioning of the organization since subordinates are in fear of reviling certain important information that could assist in the boosting the functioning of the organization. Thus, the quality of the organization output would be compromised resulting to loss of market share to competitors translating to low profit margins.
Thirdly emails circulating within the organization are unprofessional and not conforming to the ethics of corporate email. Through a research within the organization it blatantly clear that most employees are not aware of the rules spelt out in the ethics of corporate emails. According to (Advantage- Positioning.Com, n.d) Unprofessional emails encompasses the use of abbreviations and emoticons such as FYI to mean for your information. On a qualitative point of view the subordinates would not treat the information with the much-needed seriousness resulting to slow turnover and coordination of tasks within the organization thus compromising the quality of the output. On quantitative dimension, email makes use of the internet thus any unprofessional email could land into the hands of unintended readers maybe in the supply chain translating to the damage of the organization market reputation (Daniel, 2013).
To mitigate the problem of unclear and wrong timing of communication of the organization decisions to the subordinates, an effective and practical communication channel should be developed between the organization’s executives and the subordinates (Ali, 2016). The communicational channel should be accommodative and flexible so as that it can adapt to future hierarchical changes and reshuffles within the organization. However, the system would not succeed without the employment of qualified and experienced human personnel to oversee the docket. The success of this would accrue the organization much more economical benefits resulting from increased output. According to Florence, 2015 the presence of an effective communication system hypes the employees to work towards the achievement of the organizational goals.
Problem three
To achieve mutual workplace relationship between the supervisor and the subordinates, the organization should pump more funds to facilitate the training of supervisors on how to effectively handle subordinates. The supervisors should play a major role in the execution of tasks to boost the morale of the subordinates (Wael, Nabawy and Dewydar, 2015). Moreover, the organization might resort to laying off some supervisors and employ more competent and experienced personnel. This would boost the workforce motivation and in the long run kill the Hierarchical Mum effect (Mutuku and Mathook, 2014)
Dissemination of professional information through the electronic mail is vital for the organization image. Thus, to mitigate the circulation of unprofessional information the organization should pump more resources to facilitate the training of the employees on the ethics of corporate electronic mails. Moreover, the organization should make a list of ethics in the workplace to regulate unprofessional conduct. According to (EPCC career services, n.d) ethics at the work place would create a moral professional and responsible environment.
- Opening of the memorandum. It encompasses the description of the subject and the receivers of the information
- Objectives and background- entails the explanation of the general and the specific purpose of research on the causes of the communication problems.
- Description of the problems independently and the quantitative and qualitative significance of each
- Expounds on the systematic steps to following order to mitigate the problems permanently
- Closing of the memorandum and it encompasses the benefits accrued by the organization for having an effective and reliable communication channel.
From the above it is evident and clear that an organization success is determined by the effectiveness of its communication channel. All the intermediaries in the communication channel such as the executives, departmental heads, supervisors, and the subordinates should be properly aligned to facilitate the effectiveness and reliability of the communication framework within the organization. An informed communication channel should be able to successfully tackle the needs of the subordinates, manifest motivation, boost the employee-management trust, positively evoke employee participation, and ensure that uncertainty is replaced with certainty within the organization framework (Husain, 2013).
For the good and future market success of data solutions will need to work together to overcome all our internal problems particularly pertaining communicational hitches. An effective team work will ease the process of implementation.
References
Advantage Positioning.Com (n.d). 23 rules for corporate email etiquette. Lakeland, Florida. Retrieved from:https://www.advantagepositioning.com/wpcontent/uploads/2013/06/23_Rules_of_Corporate_Email_Etiquette.pdf
Ali Abdi (2016). The influence of internal communication channels on employee performance in nonprofit organizations in Somalia. United States international university- Africa. Retrieved from:https://erepo.usiu.ac.ke/bitstream/handle/11732/3058/SUMEYA%20ABDI%20ALI%20EMOD%202016.pdf?sequence=1&isAllowed=y
EPCC career services (n.d). Ethics in the Workplace. Retrieved from:https://www.epcc.edu/CareerServices/Presentations/Ethics%20in%20the%20Workplace.pdf
Florence Otoo (2015). Effect of communication on employee performance at Ghana revenue authority, Kumasi. Retrieved from:https://ir.knust.edu.gh/bitstream/123456789/9197/1/OTOO%20FLORENCE.pdf
Jemima Daniel (2013). Impact of E-Mail communication: International Journal of Innovative Research in Science, Engineering and Technology. Retrieved from:https://www.rroij.com/open-access/impact-of-email-communication.pdf
Mutuku Katunge, and Petronilla Mathooko (2014). Effects of organizational communication on employee motivation: a case study of nokia Siemens networks Kenya. Retrieved from: https://iajournals.org/articles/iajispm_v1_i3_28_62.pdf
Neil Kokemuller (2017). How Does Poor Communication Affect an Organization? Bizfluent. Retrieved from:https://bizfluent.com/info-8380825-poor-communication-affect-organization.html
Wael M, EL Nabawy and Saleh Dewydar (2015). The Optimum Relationship between Managers and Employees: Dept. Marketing and International Business. CMTCH. Cairo, Egypt. Retrieved from: https://ijbssnet.com/journals/Vol_6_No_8_August_2015/14.pdf
Youssouf Linda (2013). The Effects of Hierarchal Structures and Complex Policies on Organizational Communication: Presented to the Faculty in Communication and Leadership School of Professional Studies. Retrieved from:https://web02.gonzaga.edu/comltheses/proquestftp/Youssouf_gonzaga_0736M_10289.pdf
Zareen Husain (2013). Effective communication brings successful organizational change: Department of Business Administration, Aligarh Muslim University, Aligarh, India. Retrieved from:https://www.abrmr.com/myfile/conference_proceedings/Con_Pro_12315/7-dubai13.pdf
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