Ten years ago, I started working as a clerk for DMD Medical Supplies. Six months ago, Liz Jakowski, the human resources director, promoted me to office manager. I manage two employees: Jack Snyder and Ruth Disselkoen. 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 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. 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. Now I must investigate to determine what is causing this change and how to improve the situation. Nothing has changed in the personal lives of either Jack or Ruth, I conclude I must focus on the in-office work situation. Samuel and Frank 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 trmporarily 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 need to change my office assignments so that both Jack and Ruth work regularly without requiring overtime. The following questions must be answered in my report.
How long has this situation been going on?
Why did the problems begin when they did?
Am I able to solve the problem at its root cause or am I only able to manage the impact of the problem?
Is this a temporary or permanent problem?
How has the company been affected?
How have the employees been affected?
What's in my power to change? What must stay the same?
What are two or three ways to improve the efficiency of my office?
How much work, time, and money would be required to implement each solution?
Does each solution stop all the negative effects?
Are there any benefits to the change beyond stopping what is occurring?
How exactly would each change affect Jack, Ruth, and the executive team?
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?
So I will need the facts and figures that define the problem (cause). Details that show the impact of the problem (effects) on Jack, Ruth, and the company. 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.
How would you like us to help you with this complex assignment?
This situation started from 10 years ago.The problem was began ruth has cut thier break completed of work.
To find the answers to the questions in your report, you will need to gather relevant information and analyze the situation step by step. Here's how you can approach each question:
1. How long has this situation been going on?
- Review the timeline provided in the information given, specifically when the issues with Ruth and Jack started. Note the date when Jessica Hilo went on medical leave as it seems that the problems began around that time.
2. Why did the problems begin when they did?
- Examine any changes or events that occurred around the same time the problems started. Focus on the workload distribution after Jessica Hilo's absence and the temporary reassignment of her duties to Ralph and Frank.
3. Am I able to solve the problem at its root cause or am I only able to manage the impact of the problem?
- Assess your authority and ability to address the root cause of the issues. Determine if you have the power to change work assignments or if you are limited to managing the impact of the problem by adjusting office assignments.
4. Is this a temporary or permanent problem?
- Evaluate the nature of the problem by considering if it is related to the temporary situation caused by Jessica Hilo's absence or if it has the potential to persist even after her return or replacement.
5. How has the company been affected?
- Identify the tangible impacts of the problem on the company, such as the additional cost of Ruth's overtime hours and potential decrease in productivity or work quality.
6. How have the employees been affected?
- Consider the effects of the problem on both Jack and Ruth, such as increased workload and stress for Ruth, and potential loss of motivation or engagement for Jack due to lack of work.
7. What's in my power to change? What must stay the same?
- Understand your abilities and limitations in implementing changes. Determine what aspects you can alter, such as office assignments or workflow, and what elements must remain unchanged, such as executive team assignments or administrative assistant schedules.
8. What are two or three ways to improve the efficiency of my office?
- Brainstorm different strategies to address the issues, considering aspects like workload balance, task distribution, and support for employees. For example, you could propose redistributing duties or providing additional training.
9. How much work, time, and money would be required to implement each solution?
- Evaluate the resources needed for each proposed solution, including the efforts required to implement the changes, any time investment for training or adjustments, and potential costs associated with reshuffling assignments or hiring additional staff.
10. Does each solution stop all the negative effects?
- Analyze the potential outcomes of each solution to see if they effectively address the identified problems and mitigate their negative impacts. Consider the potential consequences of each solution on both the employees and the company.
11. Are there any benefits to the change beyond stopping what is occurring?
- Identify the potential positive effects or advantages that could arise from implementing the proposed changes, such as increased efficiency, improved employee morale, or cost savings.
12. How exactly would each change affect Jack, Ruth, and the executive team?
- Evaluate the specific impacts of each proposed change on Jack, Ruth, and the executive team. Consider factors such as workload, responsibilities, collaboration dynamics, and potential adjustments to their work routines.
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?
- Develop an action plan outlining the steps required for implementing each change and assign responsibilities accordingly. Additionally, establish monitoring and evaluation mechanisms to ensure that the solutions are effective and sustainable in the long term.