BACKGROUND:
Ten years ago, I started working as a clerk for DMD Medical Supplies. Six months ago, Liz, the human resources director, promoted me to office manager. I manage two employees: Jack and Ruth. My 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. I've noticed that in the last three months Ruth has cut her breaks short to complete her work, complains of being tires, 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 me 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.
I 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, I conclude I must focus on the in-office work situation. I 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.
I don't have the authority to change the work assignments of the two administrative assistants or the executive team, I clearly need to change my office assignments so that Jack and Ruth work regularly without requiring overtime.
SOME QUESTIONS I ASK MYSELF:
1. How long has this situation been going on?
2. Why did the problems begin when they did?
3. Am I able to solve the problem at its root cause or am I only able to manage the impact of the problem?
4. Is this a temporary or permanent problem?
5. How has the company been affected?
6. How have the employees been affected?
7. What's in my power to change? What must stay the same?
8. What are two or three ways to improve the efficiency of my office?
9. How much work, time, and money would be required to implement each solution?
10. Does each solution stop all the negative effects?
11. Are there any benefits to the change beyond stopping what is occurring?
12. How exactly would each change affect Jack, Ruth, and the executive team?
13. What would I have to do to make sure each change goes through as planned and to monitor the situation once the solution is in place?
I have to use the following information in the different sections:
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 my employees, my supervisor, and the company.
Information about my role in the change.
This is the first section ,,,the problem
For the past three months, work related problems have occurred with our company of DMD Medical Supplies. The output of work quality has declined; the confidence of our employees has been degraded; thus leading to uneven workflow between the two teams. The problem starts with Ruth and the executive team Frank and Samuel; they are working without a full time assistant. Ruth is becoming exhausted from doing overtime. The overtime paid out is costing our company $200 more a month. The stress and exhaustion from working overtime is causing her to submit work that is not suitable for company standards; therefore Frank is unhappy with her work. The second problem is Ralph having to work without his executive team member Jessica, due to her being on sick leave. Although Jessica’s tasks have been spread out between the two teams, Ralph is the only team with a full time assistant. Ralphs team supporter Jack, has been affected tremendously. Although his work is completed to the company's satisfaction, he has been coming in late for work, taking extended break times and has a lot or leisure time. These problems are affecting our quality of work that our company strives to produce each day to ensure customer satisfaction.
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Two paragraphs to write with how many sentence each please help
SECTION 1: The Problem
The problem at DMD Medical Supplies can be defined by several facts and figures that show the cause and impact of the problem.
1. Uneven Workflow: The first issue is the uneven workflow between the two teams. Ruth is overloaded with work as she is handling the tasks of both Frank and Samuel Daley since they share a part-time administrative assistant who only works 15 hours a week. This has led to Ruth frequently cutting her breaks short, experiencing exhaustion, and requiring overtime hours to complete her workload. On the other hand, Jack, who supports Ralph Alane, has less work and leisure time, resulting in him coming in late and taking extended break times.
2. Decline in Work Quality: Due to the excessive workload and overtime, Ruth's work quality has declined. Frank Daley has complained about the poor quality of Ruth's work on multiple occasions in the last three weeks. This decline in work quality is a direct result of her exhaustion and stress from working overtime.
3. Financial Cost to the Company: Ruth's overtime hours cost the company an additional $200 per month. This extra expense is not only an added financial burden but also indicates that the current situation is not sustainable in the long term.
4. Employee Dissatisfaction: The problems with workload imbalance and decline in work quality have affected the employees' confidence and satisfaction. Ruth is exhausted and likely feeling overwhelmed, while Jack has little to do and is taking advantage of the situation, which can lead to decreased morale and productivity in the office.
SECTION 2: Steps to Change the Situation
To address the current situation and improve efficiency in the office, the following steps can be taken:
1. Reallocate Work Assignments: The first step is to redistribute the workload among the office staff to achieve a more balanced workflow. Since you do not have the authority to change the work assignments of the administrative assistants and executive team, it would be best to focus on the office assignments. Reassign some of Ruth's tasks to Jack to ensure that both employees have sufficient work to do.
2. Implement Time Management Strategies: To address Ruth's exhaustion and reduce the need for overtime, it would be beneficial to implement time management strategies. This can include setting clearer priorities, creating task lists, and encouraging regular breaks to prevent burnout.
3. Provide Additional Training: If Ruth's declining work quality is a result of her having to handle tasks outside her expertise, consider providing her with additional training to improve her skills and confidence in those areas. This can help her deliver work of higher quality and meet company standards.
Reasons to Implement Each Step:
- Reallocating work assignments will help balance the workload and ensure that both employees have a sufficient amount of work. This will reduce Ruth's exhaustion and prevent Jack from having excessive leisure time, improving overall productivity in the office.
- Implementing time management strategies will help Ruth manage her workload more effectively, reducing the need for overtime and improving her work quality. It will also promote efficiency and prevent burnout among the office staff.
- Providing additional training to Ruth will address the root cause of her declining work quality and help her meet the company's standards. This investment in employee development can lead to improved job satisfaction and overall performance.
Your Role in the Change:
As the office manager, it is your responsibility to evaluate and address the issues within the office. You must take the lead in implementing these steps to change the current situation. This includes communicating with Ruth and Jack about the necessary changes in their work assignments and discussing the importance of improving work quality and productivity. Monitoring their progress and providing support throughout the process is crucial to ensure successful implementation and positive outcomes.