Background:
Ten years ago, you started working as a clerk for DMD
Medical Supplies. Six months ago, Liz Jakowski, the human
resources director, promoted you to office manager. You
manage two employees: Jack Snyder and Ruth Disselkoen.
Your office provides secretarial support for the four members
of the executive team. Two years ago, Liz had assigned Jack
to support Ralph Alane and Jessica Hilo. Ruth was assigned
to Samuel Daley and Frank Daley. The work flow was
equally balanced.
You’ve noticed that in the last three months Ruth has cut her
breaks short to complete her work, complains of being tired,
and at least twice a month requires overtime hours costing
the company an additional $200 a month. In the last three
weeks, Frank Daley has complained to you a few times about
the poor quality of Ruth’s work.
On the other hand, over the last three months, Jack frequently
seems to have little to do. He has begun coming in late a
couple times a week and taking more than the allotted break
times. What work he does have, however, is always professionally completed.
Clearly, you must investigate to determine what is causing
this change and how to improve the situation. Since nothing
has changed in the personal lives of either Jack or Ruth, you
conclude you must focus on the in-office work situation. You
learn the following facts:
• Samuel and Frank Daley share a part-time administrative
assistant who works only 15 hours a week.
• Ralph Alane and Jessica Hilo share a full-time administrative
assistant.
• Jessica Hilo has been on medical leave for the last four
months, and Liz Jakowski isn’t sure whether Jessica will
be able to return to work.
• Jessica’s duties have been temporarily reassigned to
Ralph and Frank.
Although you don’t have the authority to change the work
assignments of the two administrative assistants or the
executive team, you clearly need to change your office
assignments so that both Jack and Ruth work regularly
without requiring overtime.
After they ask to do webbing and prewritting skills they want these paragraphs divided as follows:
SECTION 1
Facts and Figures that define the problem (the cause)
Details that show the impact of the problem (effects on Jack , Ruth and the company.
SECTION 2
The steps needed to change the situation
Reason to implement each step including the benefits to your employees , your supervisor and the company
Information about your role in the change.
With all that said and all the brainstorming and webbing and prewritting done. I let my imagination flow and came up with these two paragraphs.
Please disregard grammar and such and focus more on helping me with things in Section 1 and 2 . I will rewrite for grammar later.
Any help , suggestions would be appreciated cause after 2 weeks of thinking of only this I'm stuck and have no clue where else to go. Here is what I have :
For 3 months at the DMD Medical Supplies company there seems to be an evergrowing problem in the work flow and the amount and quality of work being put out by both teams. Jessica Hilo has left on medical leave , the executive team of Samuel Daley and Frank Daley which Ruth Disselkoen Supports only has a part time administrative assistant , Frank is unhappy with the quality of Ruth Disselkoen’s work due to her being overworked , exhausted and the company is losing 200$ more a month on overtime just so Ruth can finish all her work and in the end it comes up in poor quality. The executive team of Ralph Alane and Jessica Hilo which is supported by Jack Snyder has a full time administrative assistant and although there is plenty of work in the office Jack has begun to come in late , seems to have little to do in a day and takes extended breaks. All of these things happening between both teams is causing poor work quality and a waste in funds throughout the company. Various members of these teams are either unhappy or absolutely exhausted , which reflects badly on our company and the type of reputation we want to uphold.
As office manager I believe the only way to change this situation is to sit down and have a meeting with Liz Jakowski the human resources director, the executive teams and my two employees Jack Snyder and Ruth Disselkoen and delicate the work equally between everyone on both teams.The first solution I have thought of is to give both executive teams a full time administrative assistant, this would cost the company a bit more money but would result in a more even work flow among both teams and would alleviate my employee Ruth exhaustion and Frank’s irritation toward her poor work quality. My second solution effective immediately is to put Jack Snyder on a 3 month probation where he is to follow office rules such as coming in on time to work and only taking the allotted break times given to him.I will also be deligating some of Ruth’s tasks to Jack as he is producing good quality in his work but yet has very little to do. This should give him some extra work and prevent him from feeling like he has nothing to do. I would also like to make sure that since Jessica Hilo is gone on medical leave with no return date as of yet that her tasks are evenly spread out among both teams. Considering I can only change what Ruth and Jack do in their day , I think it’s important that a company meeting be held and everyone join as a team to make sure each team and their supporters have the same workload , break times and hours in a day. Finding a solution to this problem will result in better work quality, happier employee’s and enable each worker to feel they are treated fairly. This solution would boost the morale of the company and get everyone back on track and focused on what needs to be done to make sure DMD Medical Supplies continues to be a successful company.
SECTION 1:
In this section, you should focus on providing the facts and figures that define the problem and highlight the impact of the problem on Jack, Ruth, and the company. Here's a revised version:
Over the past three months at DMD Medical Supplies, there has been a noticeable decline in the work flow and the quality of work being produced by both teams. This is primarily due to a number of factors:
1. Jessica Hilo, a member of the executive team supported by Jack Snyder, has been on medical leave for the past four months. It is uncertain whether Jessica will be able to return to work, and her duties have been temporarily reassigned to Ralph Alane and Frank Daley. This additional workload for Ralph and Frank has put pressure on their administrative assistant, Jack, who now finds himself with little to do.
2. The executive team of Samuel Daley and Frank Daley, supported by Ruth Disselkoen, only has a part-time administrative assistant. This has caused Ruth to become overworked, exhausted, and unable to complete her tasks within regular working hours. As a result, she is frequently working overtime, costing the company an additional $200 per month. Moreover, Frank Daley has voiced dissatisfaction with the declining quality of Ruth's work.
The impact of these issues extends beyond the individual employees. The company is facing a decline in work quality, as well as increased expenses due to overtime. This can negatively affect the reputation of DMD Medical Supplies and hinder its success in the long run. It is crucial to address these issues promptly to restore productivity, improve work quality, and maintain a positive work environment for all employees.
SECTION 2:
In this section, outline the steps that are needed to change the situation and provide reasons for implementing each step, including the benefits to your employees, your supervisor, and the company. Here's a revised version:
To address the current challenges and improve overall productivity and employee satisfaction, the following steps should be taken:
1. Hold a meeting with Liz Jakowski, the human resources director, the executive teams, and your two employees, Jack Snyder and Ruth Disselkoen. Use this meeting to discuss and reassign work responsibilities to achieve a more balanced workload among both teams. By redistributing tasks, everyone will be able to contribute more effectively and efficiently, resulting in better work quality.
2. Propose hiring a full-time administrative assistant for both executive teams. While this may increase expenses initially, the benefits will be significant. A full-time assistant for Samuel and Frank Daley will alleviate the burden on Ruth Disselkoen, removing the need for her to work overtime and ensuring that her work is of higher quality. Additionally, having a full-time assistant for Ralph Alane and Jessica Hilo (if she is able to return to work) will prevent Jack Snyder from having idle periods, ensuring he remains engaged and productive.
3. Implement a three-month probation for Jack Snyder, during which he must adhere to office rules, such as arriving on time and taking only the allotted break times. Additionally, delegate some tasks from Ruth to Jack, as he has proven to consistently deliver high-quality work. This will provide Jack with more meaningful work to do and prevent him from feeling bored or unproductive.
4. Given Jessica Hilo's indefinite medical leave, it is important to evenly distribute her tasks among both executive teams. This will ensure fairness and prevent excessive workload on either team.
As the office manager, it is your role to facilitate these changes and ensure their successful implementation. You will need to communicate with Liz Jakowski and the executive teams to gain their support and approval for necessary adjustments. By taking these steps, you will create a more balanced and productive work environment for all employees, leading to improved work quality, enhanced employee morale, and continued success for DMD Medical Supplies.