Leadership and Management
Every organization is needed to make a choice on its own in regard to the records that should be maintained in consideration to the regulatory, legal surrounding, business nature and the continuous need by the corporation for information as well as evidence in regard to how certain operations were carried out. This decision, therefore, necessitates an adequate understanding of the objective of the organization and the respective functions in regard to how all the respective functions are accomplished and how the held record are utilized (Rasmussen, Mylonas, & Beck, 2012).This implies to focusing on analyses as well as investigation of the company’s function in general, the responsibilities of different units of the company and the different programs and incentives that complement each of them. In addition, the organization additionally evaluates how the information is usually utilized by the different units, the record that is generated from all the units and how the acquired record is shared and utilized in all the parts of the corporation. The decision to keep communication record does not have a suitable strategy rather this usually depends on the company’s size and the nature of information. Knowledge regarding the manner and who is utilizing certain communication records is crucial in the development of communication record systems (Rasmussen, Mylonas, & Beck, 2012).
Meeting agenda is the communication strategy that was created in the second task. In line with the company’s procedures and policies, the communication record for meeting agenda would be recorded to ensure that a safe and a healthy surrounding is achieved. In that, any form of communication taken within the organization should ensure that all the undertaken activities meet the procedures, policies as well as standards of the company. The communication strategy would be recorded in a many that it discourages discrimination by ensuring that everyone clearly understands the approved strategies and the discussed issues (Fulton-Calkins, Rankin & Shumack, 2011). In addition, privacy and respect would additionally be maintained by accounting for all the ideas raised.
Task 4
The two strategies that I would utilize as follow up approaches with the relevant individuals in the workplace communication are monitoring and training. This, therefore, implies observing and analyzing whether the communication is effective and the areas that require some form of improvement and how the development can be achieved. Coaching is a form of continuous development practice that seeks to ensure that efficiency is developed even in the presence of barriers. Effective communication is a necessity within the workplace as it works to ensure that everyone understands what is anticipated from them and the appropriate measures to be employed for success to be acquired (Fulton-Calkins, Rankin & Shumack, 2011). Therefore monitoring is essential in establishing how essential information flows within the organization and whether any kind of distortion occurs and how the audiences respond to it.
Workplace communication processes can best be improved through facilitating consistent improvement where the leaders ensure that the procedures and processes in their responsibility sections are applied properly and understood comprehensively by everyone. Continuous development of the procedures should thus be encouraged via strategies like coaching, monitoring, performance feedback and open communication (Koester, 2010). Consistent development practices are purposed for creating change for more efficiency and this should hold increased ability to support and encourage employees to operate beneficially, to their best capabilities, contribute to decisions and be responsible for individual actions. Communication can be termed as a continuous operation that normally requires a number of adjustments for success to be sustained. Monitoring will, therefore, be accomplished through focusing on the feedback of communication performance via suggestion or responses boxes. This is a form of informal communication which is crucial in encouraging employees to make active participation in continuous development by offering their thoughts (Koester, 2010). The boxes are supposed to be located centrally within all the departments in the organization. In addition as a leader privacy as well as the confidentiality of the respondents should be maintained. A leader is thus expected to encourage any form of thoughts without making any kind of prejudice in regard so that communication can be improved consistently. In this manner, every individual is bound to get the freedom of releasing all that they feel thus the issues should be debated on regular basis and appropriate actions implemented (Rasmussen, Mylonas, & Beck, 2012).
Task 5: Team Evaluation
- Team goals and objectives
The evaluation applies to the continuous improvement team. Every member of the team understands clearly the objectives and the goal of the team which is to promote continuous communication development within the organization for efficiency to be achieved. The understanding is achieved through ensuring that thoughts and plans are communicated among all the members in simplified and undistorted manner. The primary responsibility of the leader in the team is to offer support as well as encourage all the team members to operate effectively by being responsible, offering thoughts and participating in decision development so that the practices of the team can be enhanced. The procedures of the team permit every member to work independently and to also ensure that development is promoted always through the use of both formal and casual procedures. Some opportunities that can be identified for improvement ranges from communication channels and encouraging participation.
- Supporting your team
Support in offered to the team in ensuring that the anticipated outcomes are achieved which includes encouraging effectiveness both by the team and individually via initiatives, participation, and responsibility. This is achieved through the utilization of communication meetings, reports, and forums to increase the potential of everyone to make a contribution in regard to thoughts. This strategy helps in creating a form of focus on the team by establishing the specific sections where the team is performing well and those that needs to be developed consistently. The team members can be supported more through offering more flexible systems that will permit them to exercise their autonomy as well as work in achieving the objective of the team in general.
- Team member input
Team members are given the opportunities of generally participating in decision making, offering their thoughts as well as creating different initiatives that are required in effective operation. The opportunities that can be established for development includes creating more extensive forums for communication and offering a variety of systems to increase flexibility and efficiency.
- Accountability
The members are generally encouraged to acquire their self-actions responsibility by ensuring that they would on developing their own ideas and ensure that they are developed consistently for efficiency to be acquired. The opportunities that can be identified involves taking team’s responsibility in general rather than individually.
- Peer support
Team members offer support to each other by playing part in explaining different roles and the responsibilities of each member in reference to responsibility. This helps in the creation of efficiency in that roles are understood better. Opportunities that can be established in building support among peers would be essential in building better relation in creating improved productivity.
- Training and development
The learning, as well as development actions that are provided to teams and persons, involves creating and sharing thoughts with others through communication by providing feedback on how critical responses can be created. Since critical skills are essential in ensuring proactivity as well as increased abilities to solve issues. The records that are maintained includes the kind of activities that have been improved and the action plans that have been created. Development as well as learning in informing the practice in the future through informing members of the necessity for acquiring efficiency in the future.
- Evaluating team performance
Achievements and efforts of the members are evaluated and rewarded using monitoring and appraisal strategies and poor performance is normally addressed with the use of individual forums where weaknesses are discussed and strategic plans developed. This helps in establishing chances for improved communication among the members.
- Resolving issues
Issues, as well as concerns, are normally resolved by creating better plans and communicating the issues immediately for immediate action. The part that needs to be developed in regard to issues development involves creating forums and channels that specifically handles any arising matter.
- Improvement Opportunities and Summary
Some of the improvement opportunities that can be identified include communication channels and forums for resolving team concerns. It is apparent that communication is crucial in achieving efficiency within a team. While undertaking the evaluation team members were consulted which was done directly. The information will be communicated to the members via reports and meeting forums so that the results can be analyzed and recorded as required. This will be useful in ensuring that distortion does not occur.
References
Fulton-Calkins, P., Rankin, D. S., & Shumack, K. A. (2011). The administrative professional. Mason, OH: South-Western Cengage Learning.
Koester, A. (2010). Workplace discourse. London: Continuum.
Rasmussen, R., Mylonas, A., & Beck, H. (2012). Investigating Business Communication and Technologies. Cambridge, England: Cambridge University Press.
