Professional Documents
Culture Documents
Assignment 1 Week 8 Chansa Musanshi
Assignment 1 Week 8 Chansa Musanshi
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CONTENT PAGE
Part A
Introduction 3
Learning Methodology 8
How I Improved 9
Next Steps 10
Conclusion 10
References 11
Introduction 12
2.1. Globalization 14
2.4. Technology 17
Recommendations 19
Conclusion 20
References 23
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1. INTRODUCTION
This assignment comprises of two parts. Part A, a reflective analysis, in which I will
detail about what I did to improve the identified skill and how effective my efforts
have been. Secondly, Part B, which aims to use the knowledge gained in the
Operations Management module to explore the operational challenges that a
successful Operation’s Manager would face as well as identify and explain how to
alleviate the issues identified.
In this regard, due to my previous experience working in the legal sector as well as
my current role as an Executive Officer working in the education sector, I require a
high level of communication skills because I interact with clients and colleagues
frequently. In the first week, I undertook the Belbin Self Perception along with Honey
& Mumford Learning Style Questionnaires in order to assess and guide on the
choice of skill that I wish to improve on. According to the results, I discovered that I
needed to focus on enhancing my communication skills as my role relies heavily on
transferring and exchanging quality information. I chose this skill because of my
experience in the legal sector as well as Administration. As an Executive Officer, I
am the first point of contact for clients who come into the office; therefore, I need to
have knowledge on the educational system in Zambia as well as the policies of the
school. I am also the first point of contact for members of staff who have any issues
regarding their pay, issues with their colleagues as well as any Human Resource
(HR) issue. My role also includes recruiting, hiring and managing payroll, maintaining
vital employee records and ensuring the smooth operation of the HR department.
Despite being a Private School based in the town centre, our Organisation attracts
all types of pupils and clients, including parents/guardians who are from rural areas
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and are unable to communicate in English. Some parents send guardians to school
on their behalf that do not have an educational background, making it hard for them
to understand and comprehend information communicated to them by the school.
This often leaves a gap in communication and some of these guardians are left
confused and do not actively participate in their child’s educational needs.
There are multiple challenges in the education sector. Effective communication skills
are critical within contemporary organizations and essential to organisational
success (Crawford et al, 1997, p.163). The authors recognised the need for
educational managers to develop an insight into their own interpersonal capabilities
so as to be able to recognise whether they are able to use those skills effectively
within the organisation. They state that educational managers need to acquire and
develop specialist communication skills and learn how to apply these skills to
particular situations within the organisation (Crawford et al, 1997 p.164).
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some employees feel disadvantaged as they may not be able to do their work
effectively. Additionally, it would also affect the company’s name, for the reason that
if the business gets a reputation for being an inefficient communicator with clients,
this will probably affect its overall image as their clients would be put off from
returning. It would also lead to the loss of business, customers or opportunities. If
clients request information or find that a business is reluctant to communicate with
them effectively, they will look for an alternative (Frater, G, 2003).
As an Executive Officer who often faces clients, children and other professionals on
a daily basis, effective communication is extremely important. My role requires me to
have a good knowledge of Employment Laws in Zambia, any changes to the
education sector as well as good communication skills with parents and children.
After taking the Belbin Test Questionnaire, I found that I needed to improve on my
communication skills in my workplace. According to the results, I am identified as
‘The Plant’. These results imply that I tend to be highly creative and good at solving
any issues in unconventional ways; however, my weakness is that I might ignore
incidentals and may also be too preoccupied to communicate effectively, which I find
to be true.
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3. COMMUNICATION AND PRODUCTIVITY
My experience in the Legal and Administration sectors has taught me that there are
elements that are of great importance when communicating to clients, which include
active listening and time management. As mentioned above, ineffective
communication can lead to the collapse of any organisation. Internal communication
is just as important as communicating outside of the school. Internal and external
communication can lead to productivity and helps to avoid unnecessary delays in
implementing policies.
With proper communication about services offered at our school, this helps avoid
any unnecessary complications for parents.
When a child is enrolled at the school, they are given an enrolment package which
contains all the information about the school as well as our policies. The
management and staff are also trained to ensure that work is done correctly with any
questions from parents and/or pupils to be answered with confidence.
Because the organization has an open door policy, management is able to learn
about staff problems, client complaints and demands so that they can be managed
with ease. In addition, because of the policies that are implemented at the school,
employee performance is reviewed against the said policies and where problems
identified in employees, processes are re-evaluated and a continuous personal
development is instituted. This has led to a smooth flow of operations, where clients,
employees and management were happy about the school.
Additionally, in the past few weeks, the Zambian Government had closed schools for
a number of fourteen weeks due to the COVID-19 Pandemic. Therefore, because of
the lack of socialization, we had to creative effective and creative ways to
communicate with clients and a way to interact with pupils without personal contact.
Communication was mainly done through text messages, phone calls, emails,
WhatsApp and the School BLOG. In some aspects, communication proved to be a
challenge due to internet issues encountered by clients as well as some parents not
having access to gadgets such as smart phones or laptops.
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4. COMMUNICATION AND CUSTOMER SERVICE
When the Zambian Government closed schools for a period of fourteen weeks, we
had to identify tools of communicating with clients and pupils. We now have tools
such as video conferencing, a BLOG on our website and of course communication
through phone calls and text messages. In order to create clear and coherent
statements in our internal communications, our organization has platforms such as
LinkedIn and WhatsApp. I noted that these platforms not only make employees feel
involved in their work and feel like a family at the organization, but technology has
helped reduce and overcome distance by enabling people to share information
without having to meet in the real world.
When the Government of Zambia announced that schools were to close until further
notice, we conducted a meeting with the teachers. They were given a platform to
state their views on how the school could provide a service to parents/guardians
without meeting them physically. Collectively, we decided to conduct e-learning
classes. Parents were pleased with this platform because they felt that the School
was continuing to provide a service online by systematically providing lessons.
Seeing things from a parents’ point of view gave me a sense of accomplishment in
terms of providing solutions to clients’ needs while building a strong client base.
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5. COMMUNICATION AND EMPLOYEE MANAGEMENT
It is important that employees feel that they are valuable to the organization. They
need a sense of belonging and self-worth and this, as mentioned above, comes from
leaders who listen to their concerns. The more employees know about the company,
the culture, the policies, the goal and objectives, the better job they can do of serving
as ambassadors to the school.
From the employee’s point of view, I found that most of them tend to worry about
their performance appraisals because comments may be negative. Additionally, from
an Administrative point of view, I have learned through observing the Director of the
School that there is an art to getting a point across in an appropriate manner without
discouraging the employee.
6. LEARNING METHODOLOGY
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7. HOW I IMPROVED
According to Laswell’s (1948) 5 W’s model (cited in Ramjit, D.M, 2015), an essential
element of all communication, getting this right is the first step in the process and is
dependent upon what is required to be communicated at the time.
I identified that majority of our communication was with parents and/or guardians
who were communicated with depending on the message needed. For example,
when Government announced the closure of schools, we endeavoured to
communicate with parents and/or guardians via the BLOG and text messages. They
were told as soon as Government announced the closure of schools. The message
communicated was clear in that the school would be providing e-learning services
due to the closure of schools and that communication process was controlled by me
as the first point of contact.
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8. NEXT STEPS
In order to improve my communication skills with colleagues and with clients of the
organisation, I realised that I had to work being myself. It is easier said than done,
however, because I am not an open person. But, I found that my colleagues were
able to relate and open up once I became less reserved. I have actively tried to listen
to people and be more empathic to their needs.
9. CONCLUSION
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References
Crawford, M., Kydd, L. and Riches, C. (1997), Leadership and Teams in Educational
Management. UK: McGraw-Hill Education.
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PART B – OPERATIONS MANAGER CASE STUDY
1. INTRODUCTION
Another role of an Operations Manager is to deal with the costs of the organisation in
order to capitalize on the profits. They hold the responsibility for the management of
resources that are needed to produce the goods and services of an organisation.
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Another important role they have is to oversee the organizational activities of a
business, government agency, non-profit group, and other organization. They are
talented leaders who support the operational leadership in a number of different
departments, such as IT or Human Resources. They supervise, hire, train
employees, manage quality assurance programs, strategize process improvements
and are ultimately responsible for maintaining and increasing the efficiency of a
business.
Another important task they hold is meeting the needs of stakeholders, including
making a return for shareholders, making products of high value or providing great
service at a realistic cost for customers as well as providing rewarding employment
opportunities for employees. Moreover, they must ensure that all the legal and
regulatory documents are filed comply with the laws and regulations of the country
they are based in.
However, there are some external and internal factors, such as the ever changing
market requirements and the operational performance of competitors, and because
of these factors, Operations Managers face a number of diverse challenges.
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2. CHALLENGES FACED BY OPERATIONS MANAGERS
2.1. Globalization
PwC competes globally with companies such as IBM, McKinsey and Co, Deloitte in
providing solutions focused on mergers and acquisitions, operations, customers
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finance, among other things. Therefore, in order to maintain their competitive
advantage, the Operations Manager at PwC must keep up with the trends and
software available in order to improve their services.
According to Telsang (no date), Operations Managers build systems that convert
resources in to products/services are complex. They experience constantly changing
physical and social environments. These create a lot of challenges that come from
the conflicting perspectives of stakeholders such as customers, distributors, retailers,
vendors, owners, lenders and employees. These stakeholders, along with other
government groups at various levels, require constant monitoring and well thought-
out responses. Identification of acceptable responses, both ethically and socially
dependable, is not always clear and unambiguous.
Managers are expected to do all of the above with moral and ethical responsibility
while meeting the demands of the market place.
The operational functions must meet the financial compliance and conduct business
in a clean and ethical manner. In the PwC advert attached in Appendix 1, as an
Operations Manager, working for a financial institution such as PwC, their role is to
help to position the services and capabilities of PwC across their network and build
and maintain relationships with partners, as well as maintain strong professional
relationships with key client stakeholders. Therefore, conducting unethical business
falls below the compass of the Operations Manager. An Operations Manager must,
as a result, be able to liaise effectively with stakeholders and maintain a relationship
of trust with Partners. In order to do this, they must have effective customer relations
policies and strategies that guide their teams on how to assist any clients who are
not satisfied in order to prevent issues. In addition, they must openly communicate
with other teams and ensure customer satisfaction and business growth.
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Understanding the ethical side of business will ensure that the Operations Manager
does not fall out of line in keeping the people and the environment of the business
safe.
A survey conducted by McKinsey & Co (cited in Gupta, 1994) found that 92% of
some CEOs and top executives agreed that the environmental challenge is one of
the central issues of the 21 st century; 83% further agreed that companies should
maintain responsibility for the products they manufacture, even if they have left the
plant.
Despite the fact that PwC is not energy or raw materials intensive, as a financial
institution, it must recognise credit-related risks and incorporate sustainability into
their branding (PwC, 2008, p16).
In the financial sector, sustainability challenges are mainly credit risk related. In
certain situations, liabilities can be transferred to creditors, therefore exposing
financial institutions to the sins of their debtors (PwC, 2008, p.16).
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2.4. Technology
A good knowledge of computer systems is required. It may seem like an easy task,
but changes in softwares may prove to be a major challenge for an Operations
Manager. This may also affect productivity as employees may be slow to adapt to
any new changes in system applications. Therefore, because of the fact that
Operations Managers work with different team managers and departments, they
must keep an accurate record of data.
In coping with these challenges, the technology market provides software solutions
to collect data and translate it into actionable insights.
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2.5. Knowledge Management
(Figure 2, Source: Kalkan, V.D, Knowledge Management Challenges for Global Businesses,
2005)
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management challenges by taking into account all external and internal factors
influencing the knowledge management process.
3. RECOMMENDATIONS
Operations Managers are encouraged to keep up to date with the changing
cultures, society values and interests. Older employees retire and are often
replaced with younger workers from different generations, who may see things
differently.
While teams need to work together through collaboration in order to use different
strengths on projects and tasks (Mattias, 2016), it can be expected that the
Operations Manager will coordinate remote field staff who do not report to a central
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office daily. Bradley (2018) asserts that being disconnected in such a manner can
lead to customer dissatisfaction, project failure and a high turnover in employees.
CONCLUSION
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References
Bradley, J. (2018). Challenges That Face Operation Managers. [Online] Available at:
https://smallbusiness.chron.com/challenges-face-operation-managers-61711.html.
(Accessed on 10 September, 2021)
Gupta, M.C. (1995) ‘Environmental Management and Its Impact on the Operations
Function’. International Journal of Operations and Production Management, 15 (8),
pp.34-51.
Kumar, A., and Suresh, N. (2009) Operations Management. New Age International
Ltd.
Mattias L.C. (2016). 8 Simple and Effective Ways to Improve Team Communication
[Online] Available from: https://blog.azendoo.com/8-ways-to-improve-team-
communication/. (Accessed: 6 September, 2021)
Patel, S. (2017). ‘How to Overcome the Biggest Challenges in Hiring Top Talent’.
[Online]. Available at: https://www.inc.com/sujan-patel/the-biggest-challenges-in-
finding-top-talent-and-how-to-overcome-them.html [Accessed: 8 September, 2021]
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PwC (2008) ‘The Sustainability Agenda: Industry Perspectives.’ [Online]. Available
at: https://www.pwc.com/gx/en/sustainability/sustainability_agenda.pdf. (Accessed: 8
September, 2021).
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Appendix 1
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Source: https://uk.linkedin.com/jobs/view/operations-manager-at-pwc-uk-2689365115?
refId=unxmXSVFznWcEkujzGXWVQ%3D%3D&trackingId=fe%2FMK%2FElDjX%2Fo4RLnJeKHw%3D
%3D&trk=public_jobs_topcard-title
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