ASSESSMENT - 2

Task 03: (Project) Dispute resolution and guidance session

To successfully fulfill the organizational goals and objectives, the management should
have an action plan to perform the activities accordingly effectively, and efficiently.
The action plan acts as a foundation or a framework that helps the managers and the
supervisors in assisting the walkers to perform the activities and successfully achieve
the purpose of the organization. It helps in the fulfillment of the mission and vision of
the organization. it also helps in reducing duplication of work and wasting time on
unnecessary tasks. Action plans mainly focus on the external environment and relates
the changes in the environment with the course of actions within the organization as a
whole. It consists of a brief description of the objectives such as what are the
objectives, how to achieve the objectives, what are the activities needed to be done to
have continuous growth and development within the organization, and so on. It also
assists the employees consistently to improve their performance and to work with co-
operation. An action plan also focuses on the internal environment so that the workers
can easily comprehend the things that are expected from them to achieve the
organization.

The primary element within an organization or an enterprise is communication.

Having a smooth flow of information and the proper communication plan helps in
efficient and effective understanding of the activities going on within the organization
by the potential stakeholders and it also helps in assessing the actions to be taken
whenever required.

Legal requirement:
1. 1975 - Racial Discrimination Act
2. 1987 - Equal Employment Opportunity Act
3. 1996 - Workplace Relations Act
4. 2011 - Work Health and Safety Act
With a changing business environment, the objectives and the purpose of the
organization are also changing. Therefore, every organization is trying to create and
manage a stable and positive organizational environment, eliminate the risk of
uncertainty, and fulfill the organizational goals. To achieve all the above-mentioned
objectives, the organization needs to develop strong and efficient guidelines for
maintaining the internal negotiation and communication structure. However, the
guidelines should be relevant to the purpose of the organizational activities,
organizational culture, and ethics and it should also support the employees and the
managers to manage the flow of information. The guidelines must also encourage
employees to develop creative communicative ideas in order to improve the
communication structure (top to bottom and bottom to top) and also allow feed-backs
from both ends to increase the quality of the performance and the results.

3. A guidance session in the form of a role play for the Peer Manager to respond
according to the situation is being held. The role play will provide an example of
active discussion and listening to each other to create and communicate greater ideas
together. it will be conducted as face-to-face communication between the managers
and the employees, as well as the management, perform a similar thing in
comprehending and finding out a solution for the problem. The role play will be
recorded as well for future use.

Maintaining a cooperative relationship between the employees and other team

members is essential for mutual understanding within an organization. Teammates
should try and walk together with one another and communicate without any
hesitation. There should not be any differences in culture, caste, religion, or gender.
Maintaining a good working environment by the guidelines of harassment at the
workplace, bullying, in-discrimination, and victimization. The organization should
also follow equality among the employees. Everyone must be included in the cultural
as well as festival activities such as Christmas and new year parties. They should take
part in such activities and have fun together instead of creating differences among
them.

Group Role-play ----SCRIPT----

HR manager: Good Morning Shiho! How are you doing today?

Rental Manager: Thank you. I am fine. How about yourself?

HR manager: I am good as well. Thank you. Before doing anything else, I have a few
questions for you. Did you plan anything about the meeting you are going to conduct
with your employee and how are you going to conduct?

Rental Manager: I have planned to ask him certain open-ended questions.

HR Manager: What are open-ended questions?

Rental Manager: In open-ended questions, the participant gives his or her suggestions
and opinions. He will provide me with his suggestions.

HR Manager: How will you encourage your employees to trust each other.

Rental Manager: I will be honest with my employees and institute trust among my
employees. I will encourage them to be sincere and co-operative.

HR Manager: That is great. Please present the gestures you will maintain while
conducting the meeting with your employees.

Rental Manager: I will be keeping a mutual gaze at him, grin whenever necessary,
speak according to their convenience and keep a soft tone.

HR Manager: Thank you. We have made this appointment to discuss the problems
that one of your employees is facing. Can you enlighten me with more details?

Rental Manager: My employee has shown concern about the business reconstruction
plan.

HR Manager: That is bad news and I am sorry about it. How does he actually feel
about the plan?

Rental Manager: He thinks he might lose his job because of the reconstruction. So, he
is quite upset.

HR Manager: Does he have any other concerns?

Rental Manager: He is also concerned that he would not be allowed to hold on to his
job.

HR Manager: Can handle the situation?

Rental Manager: I am an amateur and do not know how to handle this kind of
situation. Moreover, he wants to complain about it formally.

HR Manager: Therefore, this can be concluded that the employee is afraid that he will
lose his job, and also he would not get any chance to retrain it. Also, he has no idea
about the mode of salary. I can clear the situation by telling you about our code of
conduct and in-discrimination and employee grievance policies. The process for the
grievance policy states that any employee can provide a written document of their
grievance if he or she thinks that a plan or an activity or even any decision is unfair
towards them. The written document is fully supported by JKL Industries. They can
also complain about any problems related to their performance improvement. The
disputes at any level must be attended to and should not be taken outside the
organization. The solution will be provided to the employees by the management.

According to the in-discrimination policy, any individual whether an employee or a

customer will be treated fairly with similar benefits given to all. In JKL Industries,
any individual having employment or training documents has the privilege to work in
an in-discriminate environment.

Now, will you read out the code of conduct and ethics for me, please?

Rental manager: Yes, definitely. The employees and the management working at JKL
Industries should follow:

● The fundamental principles of the organization must be respected and followed:

1. top-quality performance
2. give importance to the workers, customers, and other stakeholders
3. overall individual and organizational growth and training
4. diverseness within the organization
5. viability
● treat others(colleagues, managers, customers, and so on) with respect and
politely.
● follow the guidelines and the code of conduct while performing any activity
● maintain honesty to preserve the reliability of JKL Industries evade all types of
disputes
● preserve the sensitive information in relevance with the record-keeping
guidelines and maintain confidentiality

HR Manager: After discussing and explaining all the guidelines, do you feel confident
in managing such situations?

Rental Manager: Yes, sir.

HR manager: Now, let me explain the Fair Work Act that includes unfair actions done
against the employees based on their caste, creed, gender, social responsibilities,
physical disabilities, marital status, social responsibilities, and so on. Therefore, the
policy of in-discrimination at work must be strictly followed by all.

Any more queries regarding the organizational guidelines and policies?

Rental Manager: No, sir. Thank you for clearing my doubts and problems.

HR Manager: Now, we have the solutions for the employee's concerns. And the
employees would not lose their job as they will be trained for a new work
environment. The salary mode is by the relevant modern award (MA000089 Vehicle
Manufacturing, Repair, Services, and Retail Award 2010), and any employee can
negotiate for better pay.

The discussion comes to an end now. You can easily explain to him the things we
addressed.

Rental Manager: I will keep the things in mind for future reference and tank you.
Have a nice day, sir.

HR manager: Goodbye.

Appendix 2: Action Plan

Meeting date Time Attendees Brief Issue

description of identified
grievance or by:
area of
concern

6 Sep 2017 10.00-12.00 HR meeting Discuss about HR

AM with manager the employee Manager
(Rental) and concerns and
HR Business come up with
Partner (role solutions
played by
training
candidate)

Action/ Time-frame Person/s Description of Resources

activity responsible strategy/tactic/rationale , if
for action required

HR meeting 14.Sep.2017 HR 1. Discuss about the Copy of

with manager Business employee concerns and the
2:00-3:00 pm
(rental) Partner policies
 come up with solutions. and
procedures
2. Explain policies and
.
procedures of the
company to rental
Manager.

Meeting with 21 Sep 2017 Rental Tell to employee what Copy of

the employee Manger was discussed with the policies
2:00-3:00pm
HR Manager.聽 and
procedures
of JKL
Industries.

Follow up of 22-30 Sep Rental Ensure the conflict has Laptop

the employee 2017 Manager been fully resolved