During the internship period, I was a marketing coordinator. My job was to ensure the company’s seamless transition after the 80% acquisition of Westside School. I was involved with the VESS education system where the educational materials and documents were to be translated in Chinese. I presented several measures and strategies to infiltrate the Chinese market as a primary goal for the company. These included reaching out to a wide range of clientele and conducting marketing research on preschool children. Their demographics included the preschool markets in the landing cities, including Qingdao and Chengdu. To ensure the relevant teams were informed of this crucial information, I developed a PPT presentation for the teams assigned to China.
My next job was to develop an itinerary for the two-week summer camp where Chinese children received educational courses on Canadian culture while engaging in extra curricular activities. This duty was to ensure that the students familiarized themselves with Vancouver characteristics, the local native mannerisms, and the North American lifestyle. They also visited local tourist attractions and engaged in other fun, outdoor activities. The sourcing of reliable supplies was also necessary to establish a contractual agreement on the supply of important amenities like arranging school buses and accommodation.
The Westside School is suitable for examinations and serves as an AP exam-testing center. The main job is to host free scan sessions where students are taught how to fill their personal and academic information on scan sheets. I was delegated to ensure the maintenance of order during these sessions and assist the students when required. I also ensured that proper communication was conducted in informing the participating students about the registration process, including the date and time of submissions.
I was also involved in an extensive research on autistic children in China. I wrote a report detailing their demographics, including the therapeutic methods applied in permitting preschool activities for them. As an educational company, this information was important to ensure that the educational needs of the Chinese market are being met effectively. An evaluation of the current trends in dealing with autistic children and their educational needs was important to develop rehabilitative mechanisms through proper educational programs.
- Personnel Duties Assignment
An in-depth analysis of the overall report compiled during the internship program demonstrates several departments within the organizational structure that require improvement. An important concern pertains to personnel assignment and delegation of their duties as they were disorganized. Due to the diversified nature of the company — it owns different businesses and provides a wide range of services — the organization needs to properly allocate the duties of its existing staff. The services offered by the firm include university applications, online classes, studying permit facilities, school registrations, and student visas and immigration services. The failure to incorporate a highly effective and operational roster and work schedule could cripple employee productivity as they are prompted to multitask on extensive business operations, which further limit their concentration. To develop a foolproof system to ensure that all the company’s operations are conducted seamlessly and encourages high employee output, there is a need to evaluate the crucial factors necessary to establish a highly functional work process.
1. Commercial Software Packages
To address the difficulties of personnel deployment within its framework, the company needs to recognize its unique characteristics that depend on the industry it belongs to. This is important as dissimilar industries are associated with specific logarithms in mathematical models. It needs a model that is designed for its specific functions and designs to ensure the right solutions are implemented to optimize personnel scheduling that caters to different areas of the company (Cadwell, 2000). Eagle Q Partners Inc. needs to explore a mechanism that enables the staff to work effectively in meeting the many demands of the client. One way of achieving that is to invest in commercialized packages that provide invaluable assistance in scheduling and rostering duties. These softwares, available widely, will maximize the capabilities of the workforce by managing their workflow and encouraging their participation in specific application areas that they are good at. The advantages of this software is that it cannot be easily transferred and applied to another industry (Cadwell, 2000). It is tailor-made to ensure that the company needs are met by providing manual editing functions and allows extensive reporting to the users within the organization. This niche technological tool will generate an automatic roster system that will be of utmost value to the organization in making personnel management a more robust process.
- 2. Establishing a Multidivisional Structure
Divisionalization should be considered to resolve issues arising from business diversity within its functional framework. This process ensures both responsibility and accountability. The product strategy can also be tailored in such a way that each division is given its roles and responsibilities, which encourages a sense of ownership among its divisional staff. A high degree of specialization is incorporated into this process of resource and autonomy allocation. Each division is well-equipped to meet its requirements and satisfy the needs and demands of its clients. This enhances the overall business environment by significantly improving the current scenario (Ho, Martin, & Baccarani, 2015). The duplication of functions needs to be avoided as they are fiscally demanding. Eagle Q Partners Inc. can leverage the internal competition between the established departments, as each division is highly motivated to meet the company’s values and expectations on performance.
- Improving Management Practices
The lack of assigning proper duty can lead to a high employee turnover due to excessive work-related stress, low productivity and exhaustion. The management at Eagle Q Partners Inc. should ensure that the working environment serves as a driving force to boost the productivity of its employees. This is crucial because the poor system of assigning duties in the existing structure can have a debilitating effect on the entire company. One of the recommendations in addressing this problem is to establish a mono-tasking culture. According to scientific research, human beings cannot function effectively when they are asked to multitask (Cadwell, 2000). These activities take them longer to complete and the outcomes are largely unimpressive. It is evident that the employees who attempt to complete these duties simultaneously often perform poorly. The management is responsible for establishing a culture where the projects are assigned appropriately to avoid situations where an employee is forced to multitask. An inventive technique that can work is the Pomodoro approach where the team goes into hyper-focus mode to complete its tasks. A timer plays the role of giving them short breaks between short spurts of intensive work.
The management allocate the tasks based on individual strengths and professional credentials. Judging from a study conducted by the Journal of Positive Psychology, work performance is directly correlated with employee competencies in assigning duties within the organization (Cadwell, 2000). The outcome of this relationship is greater concentration, vitality and harmonious team work. It also improves employee engagement as their tasks become more enjoyable as they are within their areas of expertise. It also sharpens their existing skill set. For example, if employee A is used to develop advertisement projects for marketing, their assignment should be related to this expertise as they can fully assert themselves and use their capabilities in ensuring a better campaign.
Poor Organizational System
During the internship, a review of the organizational structure demonstrated a marked disorganization within the system. This complicated the overall operations taken up by the employees and the administrative body. An organized system is highly stressed in the business environment as it streamlines all the activities in meeting the company’s objectives and ensuring that the vision and mission of the organization is always considered in every endeavor (Cadwell, 2000). In the process of integrating an organized system, Eagle Q Partners Inc. can benefit immensely as extra time and money can be retained through strategizing and easier planning. In a highly competitive business environment, organizational tools need to be incorporated into the business framework to boost productivity and increase output of the workforce. Simplified methods can be applied to organize business processes at Eagle Q Partners Inc., that will service its extensive client base.
The first step that Eagle Q Partners Inc. should take up is develop an idealized vision of the company for increased revenue generation, improved employee retention, productivity and customer loyalty. With this strategy, the focus will shift from the trouble spots that are common in this firm because of the diversified services and programs that it offers to its clients. Comparing this idealized company future with its present predicament enables the administration to identify the problem areas and direct the relevant resources to resolve the existing organizational issues (DiBella, 2001). The next step is to ensure that all the departments are aware of the company’s ambitions and objectives. It is observed that many problems seen in business establishments stem from ignorance on the employees’ part and their inability to understand their company’s overall vision. This move will establish their comprehension of the company’s ’big picture‘ and also empower them with the necessary drive needed to fulfill their organizational duties and obligations.
Creating a workflow is the next action plan that the organization should take up (Ho, Martin, & Baccarani, 2015). This is to tackle the typical issues within the work setting like the weak flow of work from one department to the other. The conditions that help these hindrances include floor plans, space restrictions or inefficient work allocation. The management should schedule a meeting with the team leaders in every department to understand the existing problems obstructing the work from proceeding smoothly (Ho, Martin, & Baccarani, 2015). This vital information is essential in preventing the company from losing clientele due to poor organization. Specifically, at Eagle Q Partners Inc., the existing problems include the lack of clarity in assigning tasks to employees. In some cases, employees from different departments are assigned an unrelated duty which not only complicates their work schedule but also limits their focus as they may be lacking in skills required to take up that job. This issue should be addressed immediately to avoid confusion that could lead to low productivity.
Considering the extent of services and products offered by Eagle Q Partners Inc., there is a possibility of difficulty in micromanaging all decision-making requirements. The company can assign the decision-making powers to existing team leaders in every department at its various branches and educational institutions (Ho, Martin, & Baccarani, 2015). This option circumvents the possibility of creating a bottleneck at the top of the administrative structure. Both the customers and the respective departments can continue to work effectively and promptly without the need for a go-ahead from the administrative authorities (DiBella, 2001). Eagle Q Partners Inc. can also expand its business by delegating the decision-making actions and tasks, as employees find their work more enjoyable and develop excellent leadership qualities, which further improves their performance in their areas of interest.
Organizational tools can be applied in collaboration with the proposed course of action (DiBella, 2001). The ease of availability allows companies to incorporate accounting and email programs. This mechanism can be customized to meet the educational needs of Eagle Q Partners Inc. as they are tailored for its line of business. This tool is used for the inclusion of other strategic actions such as task delegation and cannot work on its own as the sole organizational model. By employing these actions and incorporating an automated mechanism, Eagle Q Partners Inc. can save time and monetary resources which can be redirected towards other meaningful endeavors.
While working in the company, I found the managers to be nice and friendly to the staff. This characteristic is quite commendable but this is also a risk in a work environment. This friendly nature towards employees can impede proper decision-making (Cadwell, 2000). This inclusive approach will make the manager feel obligated to consult his team members before taking any decisions. Without their full support on the proposed changes, it limits the manager’s performance. It also allows excuses, particularly towards those who have underperformed, which is detrimental for Eagle Q Partners Inc. The manager needs to set clear limits and expectations to make this arrangement work. They should be impartial to all the employees and treat them fairly to prevent himself from being perceived as biased (Cadwell, 2000). By establishing a working environment where the welfare of the employees is prioritized even while meeting the organizational objectives, the managers can work in their best capacity.
Ineffective Allocation of Employee Leave Days
Another issue experienced during the internship was the lack of an effective vacation policy at the workplace. On one occasion, only four employees were taking up all the work burden while the rest of the marketing team was on vacation. This was quite challenging because the company’s extensive and diversified specialities demanded the presence of some employees who were on leave (Ho, Martin, & Baccarani, 2015). It is crucial for the company to develop a vacation policy that neither burdens the employees with too much work and nor does it bring down its quality due to the absence of specialists needed for the job. The proposed strategy can ensure that a minimum number of employees with specific parameters are working during vacations to prevent overwork and loss in quality. Proper communication is important in an organizational setting as the management’s expectations are relayed to the workforce without delay. This will realize the company’s vision as the professionals will not only work optimally but also productively (Cadwell, 2000). This rule should be implemented in the proper management of leave requests by the employees. The manner in which a company handles the leave applications determines the overall effectiveness of the employee’s duties and obligations towards it. It’s a tightrope walk and needs to be done in a manner that benefits both the employees and the company. For example, in companies where time off policies are restrictive, there is often a difficulty in retaining talented employees. Conversely, if the company is less stringent or fails to establish an effective vacation policy, it faces the problem of not being adequately staffed during peak vacation times (DiBella, 2001). Since time off is an essential component in maintaining quality of life, the company should assure the workforce of its provision of freedom in maintaining a healthy personal life but also remain vigilant to the work demands.
- Effective Communication
Besides addressing the issue of time off, it is also important for the company to communicate its policies before and after recruiting its personnel. This is crucial in developing and marking a boundary to avoid situations where the company is understaffed because of its inadequately positioned policy (Cadwell, 2000). In cases where the boundaries are non-existent, two outcomes are likely to occur. There is an influx of consistent requests for time off and vacation without any reasonable justification. This will lead to more employees becoming resentful when their pleas are rejected. The other outcome could be a hesitation to request for leave due to fear associated with companies where time off and vacation policies are incredibly restrictive. Since this need for time off and vacations is reflected in many union contracts, employees should abide by the company’s regulations, according to their preferences and flexibility (DiBella, 2001). Managerial discretion permits top management and administrative departments to entertain these requests even while ensuring that the company is running optimally. It is also crucial to include the final company policy and the employee handbook to ensure that this information is accessible to all.
- Establishing Deadline for Time Off and Vacation Requests
Different industries experience high-intensity work seasons at dissimilar times. If the company bases its time off policy only on this fact and allows frequent time offs, it could cripple its business. A diversified company such as Eagle Q Partners should be considerate of limiting time offs, especially because of the intensive labor demanding services it provides. It needs to have a substantial number of staff members, particularly the marketing team, to be on board and available around the clock. Setting a deadline for requests is mandatory and the period for submitting applications must be implemented. This will avoid situations where many employees are unavailable for work during high peak seasons like school opening days and student admission times (Ho, Martin, & Baccarani, 2015). This strategy prevents employees from submitting requests during such seasons if the staff required during the fixed duration are yet to be recruited. It is also useful in situations where the submitted applications cannot be processed or granted.
There must be a process of granting requests and communicating this information to the marketing staff and other departments at Eagle Q Partners Inc. The first method is to enact the ‘First Come First Serve Basis’ rule when anyone applies for a leave of absence (DiBella, 2001). This means the requests are addressed or processed, depending on the time of the leave letter. In optimizing the efficiency of this rule, the deadline for applications should be communicated to the staff beforehand. Some amount of flexibility should also be employed while processing and granting these requests. The will avoid giving leaves to individuals who submit their applications before their counterparts (DiBella, 2001). It is essential to consider the employees whose requests are lodged against the list of those who are yet to get an off for holidays. Seniority is also an invaluable parameter to determine which employee can benefit from off days. In cases where the request deadline is ineffective, this criteria can be applied for off days.
- Employee Reward Systems
This approach is better equipped to address off time policy as opposed to a punitive strategy that can be too restrictive. Eagle Q Partners Inc. can offer rewards as an incentive to employees who dedicate their time to work during holidays. Employee presence is crucial to meet the marketing objectives, especially with the wide range of services that the company offers to its clients. This strategy can also be applied to overtime workers during the weekend. They can be rewarded by granting them time off for the first two weeks at the beginning of the year without the need to submit any form of request (DiBella, 2001). Another incentive can be excluding them from closing shifts which are quite demanding and exhausting, especially on weekends. Time off bonuses can also be included in the compensation package for those who work overtime during peak seasons. This form of reimbursement is primarily essential for employees who do not prioritize or desire any time off. It works efficiently in boosting their morale and providing the company with reliable and dependable staff who are available during crucial business cycles.
- Rotating Schedule
Eagle Q Partners Inc. can also incorporate a rotating schedule in addition to its ‘first come first serve’ policy to select employees who deserve time off. According to an employee engagement survey by HR Solutions Inc., favoritism is a top ranking complaint highlighted by employees when addressing time off policies (DiBella, 2001). Since there is a possibility of partial bias in the ‘first come first serve’ mode of selection, a rotating schedule can work well for Eagle Q Partners Inc.. This will ensure that all its staff members get a chance to have some time off to rest or attend to their personal obligations. By establishing a rotating schedule for time off, it is easier for reserved employees and their extroverted counterparts to have equitable leaves. This strategy works best to manage requests during weekends and holidays.
This schedule can also incorporate a tracking system, which stores information about previous off time requests. It will not only provide details like the duration of the time off but also the reason that justifies their requests and the date of their requests.
The importance of this system is crucial for every department of the company within its organizational framework. With the high number of employees, it is easy to lose track of time off requests. Despite the serious nature of this system, its implementation is elaborate in identifying problem patterns judging from the applications submitted and the reasons provided. This is important to determine requests to be rejected or processed. This action can be applied on a group of employees who opt for this facility more often (Ho, Martin, & Baccarani, 2015). This system is also efficient in identifying the employees who are always working and rarely apply for leave. This can also stem from a lack of confidence in submitting the requests. Therefore, with easier identification through this nifty tracking system, the employees can be encouraged to seek time for their endeavors like vacations or holidays.
Flexibility is a crucial component in allocating time offs. In its integration into the organizational framework, there is a need for the company to communicate with its workforce on options like swapping shift days and shifts (Cadwell, 2000). At Eagle Q Partners Inc. and its many branches of operations, each workforce, depending on its location, can work collaboratively. They can synchronize their work schedules which allow the ease with which the employees can exchange their work days. It is the right mechanism to deal with legitimate impromptu requests like tending to a personal emergency for example. The affected employee can access time off from their colleagues, especially when the rotating schedule is restrictive and the allotted time requests are not too many. The agreement of trading off days and shifts should be conducted among the employees. This will dispel any perception of favoritism by the management. This process is also elaborate because it includes applications which schedule the employees’ workflow. For example, after receiving a request for leave, a message can be submitted to the manager or supervisor of the respective team for its approval (Cadwell, 2000). These applications are considered highly essential in situations where an employee falls sick or has to address an immediate issue but they are not available for some reason. Technology has a way of serving companies more efficiently. Here is one way to ensure that the organizational strength isn’t diminished during peak seasons by using it efficiently and managing the personnel.
Cadwell, C. (2000). Performance Management. New York, NY: American Management Assn.
DiBella, A. (2001). Learning Practices: Assessment and Action for Organizational Improvement. Upper Saddle River, N.J.: Prentice-Hall
Ho, S., Martin, J., & Baccarani, C. (2015). TQM Journal: The International Review of Organizational Improvement: Formerly the Tqm Magazine: Selected Papers from the 18th International Conference on Iso & Tqm and the 17th Toulon-Verona Conference. Bradford, England: Emeral
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