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.
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.
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
This is what I have so far:
For the past three months, work-related problems have occurred in the office and need to be addressed. Before Jessica Hilo’s medical leave, the workload was equally divided. There were no problems with the quality or amount of work being given, and there were no overtime expenses. Jack Snyder, a full-time assistant, works for Jessica and Ralph Alane. Ruth Disselkoen, a part-time assistant, works for Samuel Daley and Frank Daley. Because of Jessica’s absence, her work has temporarily been assigned to Ralph and Frank. As a result, the workload is no longer equally divided. Lately I have noticed that Jack has less work to do, has been tardy a few times, and takes longer breaks then permitted. However, the work that he does have is professionally done, as before. Ruth has been working overtime to maintain the workload, costing the company $200 each month. She clearly shows signs of being overtired and overworked, causing her quality of work to be less than satisfactory. We need to confront these issues to save on overtime costs and distribute the workload equally.
Since were not sure when Jessica is returning to work, we need to modify Jack and Ruth’s workload temporarily. My suggestion would be for Jack and Ruth to exchange jobs for the time being. This would equally distribute the workload, cut the overtime, increase job performance, and minimize stress for everyone in the company. We should implement this plan for at least three weeks. By then, we should have an idea if Jessica is returning to work, and then we can determine if we need to replace her or to continue with this arrangement.
I've read this before, right?
But I added a line. (paragraph 2)
"and minimize stress for everyone in the company."
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.
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.
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
Section 1: Facts and Figures:
1. Workload Imbalance: The workload in the office has become imbalanced due to Jessica Hilo's medical leave. Before her absence, the workload was equally divided between the administrative assistants, Jack and Ruth.
2. Jack's Situation: Jack, who supports Jessica and Ralph, has been experiencing a decrease in workload. He has started coming in late a couple of times a week and taking longer breaks than allotted. However, when he does have work, he completes it professionally.
3. Ruth's Situation: Ruth, who supports Samuel and Frank, has been facing increased workload due to temporarily taking on Jessica's responsibilities. She has been cutting her breaks short, complaining of tiredness, and requiring overtime at least twice a month, costing the company an additional $200.
4. Complaints about Ruth's work: Frank Daley has complained multiple times about the poor quality of Ruth's work.
Section 2: Steps to Change the Situation:
Step 1: Evaluate Jessica Hilo's Return: Since it is uncertain when Jessica will be returning to work, it is important to determine if her position needs to be replaced or if the current arrangement can continue. This can be done by contacting Jessica or her supervisor for an update on her expected return date.
Reason for Step 1: This step helps provide clarity on the long-term workload distribution and informs decision-making regarding the rearrangement of duties.
Benefits: By determining if Jessica is returning, the office can better plan for the future and make more informed decisions about work assignments.
Step 2: Temporary Exchange of Job Responsibilities: Temporarily exchange the job responsibilities of Jack and Ruth to evenly distribute the workload. Jack will support Samuel and Frank, while Ruth will support Jessica and Ralph.
Reason for Step 2: This step ensures a balanced workload for both Jack and Ruth, as well as maintains support for Samuel, Frank, Jessica, and Ralph.
Benefits: By redistributing the workload, both Jack and Ruth will have more consistent workloads, reducing the need for overtime and improving overall productivity. It will also address the complaints about Ruth's work quality and provide Jack with more to do during his work hours.
Step 3: Implementation and Review: Implement the temporary job exchange for a period of at least three weeks. Monitor the effectiveness of the new arrangement, considering factors such as workload balance, work quality, punctuality, and breaks. After the trial period, reevaluate the situation and make further adjustments if necessary.
Reason for Step 3: This step allows for a trial period to assess the impact of the temporary job exchange and determine if any additional changes are needed.
Benefits: By implementing and reviewing the temporary job exchange, the office can measure the effectiveness of the new arrangement, identify any issues, and make informed decisions for long-term solutions.
Your Role in the Change: As the office manager, it is your responsibility to address the workload imbalance and its effects on Jack, Ruth, and the company. You have the authority to rearrange job assignments within your office and make recommendations to superiors for broader changes. In this case, you will need to propose the temporary job exchange to redistribute the workload and improve overall productivity. Additionally, you will oversee the implementation, monitor the results, and communicate any further adjustments to relevant parties.