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Important Positions at ABC Company

Questions:

Scenario

You are newly appointed as a Managing Director of “ABC Company”, a Recruitment company. Some of the issues in the ABC Company are as follows:-

Managers blamed for ABC Company’s deficits

The report blames poor management. Inadequate leadership and ineffective management are the causes of the worst deficits in the company. The problems have led to reduction of thousands of jobs, close services and delay operations. Further, senior officials had taken their eye "off the ball", relying on short-term fixes to solve growing financial problems. It is crucial that boards and management get the basics right because financial failure is often a reflection of wider organisational failure. With the above scenario, you are entrusted with the task of advising on changes to be made to the organisation. You are required to develop a number of business processes for ABC Company to improve effectiveness and efficiency of the overall performance of company and provide solutions.

Task 1

Develop a report as required below.

• After going through the organizational structure and the existing culture in ABC Company, identify all major positions in the departments and draw an organizational chart to support your answer.

• List and identify the relationships between different functions/processes and explain the different functions and processes.
 
• List the key aims, objectives and mission of ABC Company and draw a process map for any one of the functions.

• Evaluate the elements required to build a quality gateway, which focuses on the output of the Version 1.2 process.

• Design a plan to promote goals and objectives for ABC Company to ensure plans are consistent with legal, regulatory and ethical requirements.

• Write, using SMART objectives, your recommendations relating to the alignment of people and other resources, in an effective and efficient way.

• Implement appropriate systems to achieve objectives in the most efficient way, on time, to budget and meeting organisational standards of quality

• Carry out work activities meeting the operational plan through effective monitoring and control.

Task 2

Develop a report as required below

• Explain the systems required to manage and monitor quality standards of ABC Company.

• Demonstrate a quality culture to ensure continuous monitoring, evaluation and development of the process.

• Recommend improvements which align with the organisation’s objectives and goals and which results in improvements. Highlight the elements of your plan which are going to bring continuous improvement in the system.

• Write a brief report on the wider implications of proposed changes within the organisation.

• Advice on how to carry out risk assessments as required by legislation, regulation and organisational requirements ensuring appropriate action is taken.

• Demonstrate the correct and effective application of the health and safety regulations and legislation applicable in ABC Company.

• Carry out a systematic review of organisational health and safety policies and procedures in order to ensure they are effective and compliant.

• Advise on how to carry out the practical application of health and safety policies and procedures ABC Company.

There are plenty of positions at ABC Company but there are few positions which have plenty of candidates. Few of the important positions at ABC Company are as follows: -

  1. Directors
  2. Recruitment managers
  3. Recruitment – Team Lead
  4. Recruitment Executives
  5. Recruitment Associate
  6. Recruitment Trainees
  7. Client coordinators
  8. IT Manager
  9. System Admin
  10. Admin Manager
  11. Admin Executive
  12. Human Resource Manager
  13. Human Resource Executive
  14. Accounts Manager
  15. Accounts Executive
  16. Sales Manager
  17. Sales executive

Interconnectivity between Different Functions in the Organization

Each function in the organization is dependent on one another and hence, if there is a slight change or error in one of the processes then it will create an impact on the other process as well. The interconnectivity between different functions in the organization is discussed below.

The client coordinators in the organization will take requirements from the clients and share with the recruitment managers in the organization. The client coordinator will also help the recruitment team to get feedback on various interviews that have been lined up. The sales manager will continuously share new requirements with the client coordinators so that they can coordinate with other clients as well, along with the existing clients.  

The sales manager will communicate with the account team so that they can share the invoice details about the client. The invoice by the finance team will not be sent after coordination with the sales time. The sales team will interact with the management so that the sales team can understand the business requirements and acquire clients accordingly. The sales team will interact with the HR team so that the HR team can start with hiring as per the business plan.

The human resource team will interact with the recruitment team so that the HR can understand the recruitment team’s requirement and train them accordingly. Apart from that, the HR team will send attendance calculation to the accounts team so that payroll calculation can be done accordingly (Southern 2009).

The aims and objectives of ABC Company is clearly defined and the complete team will work towards it so that they can help the company to achieve the mission. Few of the aims and objectives that have been set forth by the company are as follows: -

1. Customer service is of utmost importance for the organization. The company wants the all the requirements of the customer to be met so that the organization can share more openings with the company.

2. Prompt service is one of the aims that the organization wants to achieve so that the client can be rest assured about results.

3. ABC Company also wants to reduce price at which the services are offered. This will help the company to sustain the clients and the clients will also be happy with the organization.

4. ABC Company also helps the clients to get access to the candidates with best caliber rather than that of sourcing candidates for the sake of it (Andrews 1995).

The HR hiring process is different than that of the recruitment which is done by the recruitment team. The process that has been followed by the HR team for the purpose of hiring employees at ABC Company has been discussed below.

The recruitment process starts with looking for resumes. The HR professionals will download resumes from the portal. The downloaded resumes will be screen before the HR professional starts with calling. The HR will call the prospective employees and understand the requirements of the candidate. This will help the HR to be rest assured that the requirements of the candidate and the organization is in line with that of each other.

Aims and Objectives of ABC Company

The employees will be called by the HR professional for the interview. The first road of interview will be taken by the HR professional so that they can understand the learning capacity of the candidate. The HR will also understand the attitude of the employee. Accordingly, the candidate will be processed for second round of interview. The recruitment manager will take the second round of interview. This will be a technical round and the manager will question regarding the understanding that they hold regards the process.

If the recruitment manager likes the candidate then the candidate will be offered. Before the offer is sent across to the candidate, the HR team will check the parity. This will help the HR team to manage a balance between the current salary and the new employee. Lastly, the candidate will be offered (Stiles 2011).

Few of the quality gateway ideas that will help the organization to improve rather than that of being stagnant are as follows: -

1. The recruiters at ABC Company will look for ways by which the number of resumes sent to the client can be reduced. The company will try to close the position with few relevant resumes rather than that of dumping resumes at the client.

2. The recruiters at ABC Company will be eligible to earn more incentives rather than that of paying fixed salary. Incentives on every position closed will help the recruiters to work on more positions so that they can earn more.

3. The quality of the calls of the recruiter and the client coordinator will be audited by way of recording calls. Recording calls will help the employees to be aware of areas wherein they need to improve.

To achieve the goals and objectives of the organization, proper action plan needs to be in place. Few of the action plans that will help the organization to achieve the goals and objectives that they have planned are as follows: -

1. The salary of the employees in the organization should be increased. This increase will help the employees to be motivated to stay with the organization and apart from that, the organization will also be able to maintain industry standards.

2. The employees should be trained regarding the potential risks and this will help the company to safeguard themselves and also the assets of the company when some risk may come up.

3. Continuous training will be provided to the employees so that the employees can grow to be better. This will help the employees to understand the client’s requirement and hence, they will provide resumes that they require (Coulson 1995).

 It is very important for the organization to set SMART objectives so that the goals and objectives can be achieved. Few of the SMART objectives that would help the organization to grow are as follows: -

1. The company wants to grow the sales of the company by 15% in next quarter.

2. The company wants the employees in the organization to grow by 20% so that the staff can help the organization to meet the requirements of the clients.

HR Hiring Process at ABC Company

3. The revenue of the company should be increased by 20% so that the organization can see that they are growing.

4. The profit of the organization should grow by minimum 7% so that they can be rest assured that all the plans and objectives are in sync with that of each other (Fontana 2012).

Quality management system should be implemented in place so that the organization can be rest assured about the quality that can be achieved. There are various advantages of implementation of quality management system and few of the advantages are as follows: -

1. It is the responsibility of the management to be in sync with that of government policies so that will be taken care with the help of quality management system. If the quality management is undertaken manually then there are possibilities that errors will be undertaken.

2. The efficiency of the employees in the organization will be set and it will be very clear to the employees regarding what they can do and what are the things that they can avoid so that they can be in sync with the quality requirements.

3. Quality management system will also have a lot of factual decisions. These factual decisions can be used by the management of ABC Company for decision making.

4. The clients of ABC Company will also be a part of the quality management portal and hence, the communication is improved and at the same time, it becomes to trace the history of the performance (Hollingsworth 2013).

Few of the monitoring and control activities that will help the organization to be in sync with the plan are as follows: -

1. The managers in the organization should supervise the performance of the employees. If the employees are deviating from their roles and responsibilities then it can be pointed at the earliest.

2. Financial auditing should be conducted at regular intervals so that the management can be rest assured that the plan and the actual budget is in line with each other. If there is any deviation then the required changes will be made on immediate basis.

3. An internal portal should be introduced in the organization. The employees should be asked to update their daily work report on this portal. This will help the employees to be aware of their performance and at the same time, the management can also be updated about the performance of each employee (Wilson 2013).

Various systems will be required at ABC Company so that all the quality standards set can managed and controlled. Few of the systems that would help ABC Company to be in sync with the quality standards that have been set are as follows: -

1. To start with, the monitoring should start with supervision. The managers in the organization should supervise their team members so that they can be rest assured that all the team members are following the standard that has been set.

2. The calls of the recruiters, client coordinators and also the sales professionals will be recorded so that the management can be aware of the conversation and also if there is any deviation then that will be corrected immediately.

Quality Gateway Ideas

3. An internal portal for the recruiters, management and the client to communicate will be set. This will help the client to immediately upload the feedback and hence, the recruiters can understand the requirements of the client and work accordingly. The manager can also monitor the performance of the employee by way of going through the portal (Dunning 2013).

It is very important for the management to have a quality culture at ABC Company so that the set standards are achieved. Few of the ways by which a quality culture can be set at ABC Company are as follows: -

1. The management should conduct meetings at regular intervals so that the management can share their expectations with the employees. This will help the employees to achieve the quality standards that have been set.

2. The employees who achieve quality should be rewarded in public so that all the employees are motivated to achieve quality standards and at the same time, more and more employees will improve on continuous basis.

3. The quality in the organization should check on the quality standards that needs to be achieved and the quality that is currently being achieved so that the gap between both can be reduced.

4. If only the quality team is working to achieve the quality standards then achievement of quality would be impossible. Each team at ABC Company should have a quality person so that they can track the quality in their team and if there is any deviation then it can be corrected (Wei 2009).

It is the responsibility of the management to look for ways by which continuous training is achieved in the organization. Few of the ways by which ABC Company can get continuous improvement at workplace are as follows: -

1. The employees in the organization should be given training on continuous basis. This will help the employees to learn and grow. The employees should be analyzed and their training needs should be analyzed and accordingly, training program should be planned.

2. Benchmarks should be set in the organization so that the employees are aware of the quality standards that they have to achieve. It is very important for the management to review the quality standards at regular basis so that the quality can be improved along with increasing benchmark.

3. The management needs to accept the fact that they can get best of improvement ideas from the management. The employees may be hesitant to share their opinions and views on quality management and this is when surveys can help the organization.

The management will have to be ready so that the face the implications that may arise due to the implementation of proposed change. Few of the implications that the organization will have to take care due to the change that will be implemented are as follows: -

1. The cost will be one of the things which will have to be considered. To implement quality management system, the management will have to spare some money so that they can get something better.

2. The management will have to put in more time so that they can plan the activities accordingly. Initially planning may seem to be difficult but giving time is one of the best things that the management can do as it will yield good results.

3. The management will have to get in extra resources so that the quality of the process can be maintained. The management should hire a quality team that will help the organization to achieve quality (Polak 2010).

Action Plan for ABC Company

Risk assessment is a process and it needs to be followed religiously so that there is no deviation from the set standards. The risk assessment processes that can be followed at ABC Company are as follows: -
   
1. Few and foremost, the risk management team at ABC Company will have to identify the risks that are associated with the organization.
    
2. Secondly, identify the people who can be harmed due to the risk and also the extent to which they can be harmed should be documented.
    
3. The control measures that can help the organization to get rid or reduce the risk should be evaluated.
    
4. It is very important to record the risk and control measures that have been identified by the organization.
    
5. Before the risk plan is produced to the management, it should be evaluated again so that if any changes required then that can be done (Wei 2009).

It is the responsibility of the management at ABC company to ensure that all the employees working in the organization is safe. Few of the safety and health regulations that can be implemented in the organization are as follows:-

1. ABC Company should have firefighting equipment at all the corners so that if any fire accident takes place then one can be rest assured that the injury to employees is reduced.

2. The company should also have emergency exits so that the employees can leave from the other exit when one of the exits is blocked during emergency.

3. The employees should be given training regarding the hazards that prevail in the organization and also the policies that are in place so that the employees can safeguard themselves from the problem that may arise.

4. The organization should also have a first aid kit. The first aid kit should have all the emergency medicines. It is the responsibility of the concerned person to check regarding the availability of the medicine and also the expiry date and other details (Menapace 2013).

It is very important for any organization to review the OHS policies at regular intervals. This will help the organization to be in sync with the policies that needs to be attached. Few of the ways by which the OHS policies of the company can be reviewed are as follows: -
   
1. The organization should be aware of the standard policies which have been set forth by the organization. The government policies will have to be compared with the existing policies in the organization. This can be done by way of maintaining a checklist.
    
2. Each team at ABC company should have a representative who will track the OHS policies that are relevant to their team. If there is any deviance from the policies that have been decided then this will be immediately bought to the notice of the management so that appropriate action can be taken accordingly.  
    
3. ABC Company should have a consultant who will keep a track of the policies that are followed in the organization and also the policies that is yet to be implemented in the organization. These consultants are very much updated with the upcoming trend and hence, they will help the management to keep themselves updated with the industry trends (Zipperer 2011). 

There may be plenty of ways by which the OHS policy can be implemented in the organization but it is the responsibility of OHS’s management to look for ways by which the employees will actually follow the policies. Few of the practical ways by which the OHS policy will be implemented at ABC Company are as follows: -

1. OHS policy should be a part of the induction program and this will give an idea to the employees regarding the importance that the organization is giving to the OHS policy in the company.
    
2. The employees should be given training every quarterly so that they can be sure of what is expected of them.
    
3. To check the seriousness of the employee in the training, examination should be conducted. This will help the employees to be updated with the things that they need to do so that they can safeguard themselves in times of emergency.
    
4. An OHS manual should be maintained in the organization so that the employees can go through the manual as and when they had a query with any of the company’s OHS policy (Manuj 2008).

References

Manuj, I, 2008, Global supply chain risk management strategies, International journal of physical distribution & logistics management, Vol. 38, no. 3, pp. 192-223

Zipperer, L, 2011, Knowledge management: An innovative risk management strategy, Journal of healthcare risk management, Vol. 30, no. 4, pp. 8-14

Menapace, L, 2013, Risk aversion, subjective beliefs, and farmer risk management strategies, American journal of agriculture economics, Vol. 95, no. 2, pp. 384-389

Wei, J, 2009, Effective Strategies for Risk Management, International journal of business management, Vol. 2, pp. 90-98

Polak, G, 2010, Risk management strategies via minimax portfolio optimization, Journal of banking and finance, Vol. 28, no. 2, pp. 331-352

Dunning, M, 2013, Corporate culture defines risk management strategy, Business insurance, Vol. 47, no. 24, pp. 4-9

Wilson, J, 2013, Formulating a risk management strategy, British Journal of Nursing, Vol. 6, no. 16, pp. 924-925

Hollingsworth, K, 2013, Risk Evaluation Mitigation Strategies: The Evolution of Risk Management Policy, Population health management, Vol. 16, no. 2, pp. 132-137

Fontana, M, 2012, Risk management: a proposal for communication strategies, Annals of geophysics, Vol. 55, pp. 12-25

Coulson, A, 1995, Environmental risk and management strategy, International journal of bank marketing, Vol. 13, no. 2, pp. 22-29

Southern, S, 2009, Creating risk management strategies for IT security, Network Security, Vol. 3, pp. 14-17

Stiles, P, 2011, Research and confidentiality: Legal issues and risk management strategies, Psychology, Public Policy, and Law, pp. 71-89

Andrews, C, 1995, Evaluating risk management strategies in resource planning, IEEE transactions on power systems, vol. 10, no. 1, pp. 420-426

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