Management Fundamentals

Business

Quiz 5 :
Organizing and Delegating Work

bookmark
Unbookmark

Quiz 5 :
Organizing and Delegating Work

Every organization has its business objectives. These business objectives are achieved by deploying the resources. Organization has four types of resources: Human resources, physical, financial and information resources. Human resources are people who are employed by the organization. Physical resources are the infrastructure like building, desk, and other physical assets that are owned by the organization. Financial resources are the funds available with the organization. Information resources are the information technology, networks, and knowledge available with the organization. The central question that an organization faces is how it should deploy the resources to achieve the objectives. This question can be broken down into other questions related to how people should report, how managers should be allocated people resources, how work should be divided up to be done by individual, who would make the decisions, and how resources should be organized to meet the mission. If structure is not detailed, it would not be possible to deploy the resources optimally. For an organization having several product lines, hundreds of employees and many customers, work will quickly go out of hand if an appropriate organizational structure is not put in place to manage resources. Without structure, resources would be waste and organization would not perform at the level it could have. This may threaten the organization over a long period of time. Hence, organization structure is needed.

Self-managing teams work tirelessly to improve work processes and to share the management functions. Hitachi is organized into 40 independently managed and separate business units under a corporate umbrella. Hitachi structure is formal with clear line of authority within each business units. From 2000 onwards, Hitachi embarked on selling ill performing business units and acquiring new business units to meet the challenges of keeping pace with change. Hitachi also changed its well established philosophy of going it along. It embarked on a series of joint ventures with other large and well known corporates. This would strengthen the collaborative innovation business. It would also help share research and help in other developmental activities. Hence, Hitachi follows the unity of command. The statement is true. Correct choice is a.

Setting priorities involve deciding in what order tasks are needed to be performed. This ensures that a manager addresses the work at his hand in the most effective manner. A manager needs to describe a task on the basis of urgency and importance. Importance may be attached based on financial value involved or other performance criteria. All the tasks are then ranked on the twin criteria. This process would generate order in which tasks are needed to be performed. The process is called setting priorities. As a first line manager, there are ten tasks to be performed. These ten tasks need to be prioritized. The tasks are listed in the first column as number in the table below. For each of the tasks, three questions have to be answered. First question to be answered is if personal involvement is required and is listed in second column. Second question to be answered is if it will affect performance or finances of the department. Second question is to be answered in third column. Third question to be answered is if quick action is needed. Third question is to be answered in fourth column in the table below. Questions are answered by placing Y for Yes and N for No for each of the questions in the table below. Once questions are answered, last column for priority is filled in by assigning D for delegate, H for high, M for medium and L for low priority. As a last step, tasks are listed in order in which it is to be performed. Ten statements are analyzed below. Statement 1: Three customers have stopped doing business because of poor quality of product which is the responsibility of line manager. This would require his involvement. This also affects finances and performance of his division. While this must be resolved as soon as possible, the quality cannot be improved immediately. This may not require quick action right now but would definitely need to be addressed within a couple of days. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "yes" and answer to question about quick action is "no". Statement 2: Sales person does not have an appointment and line manager is not the purchase manager. He does not have to personally meet him and it does not affect finances. Since sales person is waiting for him, it would be polite to address this immediately. Quick action is needed. Answer to the first question about personal involvement is "no", answer to the second question about affecting performances and finances is also "no" and answer to question about quick action is "yes". Statement 3: Molly wants to discuss new product. This would probably require your involvement. It would also affected finances and performance but quick action may not be required right now. You can probably meet him within couple of days. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances are also "yes" and answer to question on quick action is "no". Statement 4: Sales forecast was incorrect and inventory level need to be increased. This may not require your involvement and may be delegated. It does affect finances and performance. Quick action may not be required right now but would need to be addressed within couple of day's time. Answer to the first question about personal involvement is "no", answer to the second question about affecting performances and finances are also "yes" and answer to question on quick action is "no". Statement 5: Your department has one of the highest turnover rates and one of your employees has resigned. This may probably require your personal intervention or this can also be delegated to another manager in your department. This would also affect the performance of department. Immediate action may not be required but you would have to act with a day or two to retain the employees. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances are also "yes" and answer to question on quick action is "no". Statement 6: Person BF called and wants the line manager to call him back. The line manager doesn't know him and person BF did not say why he called. Since he called the line manager, it is the line manager who would have to return his call. The line manager doesn't know why he called so the line manager doesn't know if it would affect finances or quick action is needed. But since the line manager doesn't know, it would be safe to assume that the line manager may not have to call him back immediately but sometime today. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "no" and answer to question about quick action is "no". Statement 7: Employee P needs an appointment with the line manager to tell him about an incident. The line manager's personal involvement is required. This sounds like something that may not affect finances or where quick action may not be needed. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "no" and answer to question about quick action is "no". Statement 8: Person T wants the line manager to meet a customer at customer's request. This would require the line manager's intervention. This would also affect finances of the company. Customer is probably waiting for the line manager so the line manager has to meet him right now. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "yes" and answer to question about quick action is "yes". Statement 9: The line manager's boss wants to discuss decrease in quality. This would require the line manager's involvement. This also involves performance of the division. While this must be resolved as soon as possible, the quality cannot be improved immediately. This may not require quick action right now but since boss wants to meet, it is better done today. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "yes" and answer to question about quick action is "yes". Statement 10: The line manager got an article in a mail marked FYI. This may require his attention. But finances are not involved and nor is quick action required. He can read the article at his convenience. Answer to the first question about personal involvement is "yes", answer to the second question about affecting performances and finances is also "no" and answer to question about quick action is "no". Create the table as in textbook and explained above. Using the above logic about statements, questions used to determine priority can be filled as below. img Note that all tasks that do not require your involvement can be delegated. Hence, all statements that has "yes" to the first questions should come first. Next in priority would be work that affects finances. Hence, the second sort criteria would put all statement with a "yes" to the second question first. Next in priority would be work that requires quick action. Hence, the third sort criteria would put all statements with "yes" to the third question first. Sorted table would look like below. img The sixth column is used to indicate the priority of tasks. "H" stands for high priority task, "M" stands for medium priority task, "L"stands for low priority tasks and "D"stands for tasks that need to be delegated. A high priority task would be one which has "yes" to all the questions. A medium priority task would be one which has "yes" to first two questions and "no" to the third question. A low priority task would be one which has "no" to last two questions. All tasks that has "no" to the first question would be delegated. Once priority of the statements is decided, statements are scheduled as tasks to be performed using judgment and reason. If there is a tie among several statements, tie would be resolved by using judgment. This is done below. Notice that Statement 2 about a sales person waiting to meet the line manager does not require the line manager's involvement but quick action is needed out of politeness toward salesperson. This is also a quick job. This means that this work can be delegated immediately by a simple call to purchase manager or by an instruction to secretary and hence has a priority of 1. There is a tie between Statement 8 about customer waiting for a meeting and Statement 9 about boss requesting a meeting to discuss quality. Out of these two, one is to be selected as #2 task and other is to be selected as #3 task. A waiting customer would get higher priority and hence would be ranked number # 2 in priority. Boss requesting a meeting would get # 3 positions in priority. There is a tie among Statement 1, 3 and 5 as all three tasks require personal involvement and would affected finances. And at the same time, they have to be handled within a couple of day's time. They can be prioritized in any order. Since attrition is high, Statement 5 may get higher priority than other two statements. Hence, it is prioritized as number # 4 tasks to be done. Statement 3 may be prioritized as # 5 in priority list because Statement 1 would require longer time to perform and hence can be done after meeting Statement 3. Statement 1 would get the next priority of # 6. Task in Statement 4 can be delegated and has financial impact. Other remaining tasks do not have a financial impact. Hence, Statement 4 receives a priority of # 7 and would be delegated. There is a tie among Statement 6, 7 and 10. Statement 10 requires reading an article which is sent for information. This would have the least importance in terms of priority among the three tasks. Statement 6 and 7 can be performed in any order. Since Statement 6 requires making a phone call and would not take much time, it is given higher priority than Statement 7. Statement 6 would be # 8 in priority list, Statement 7 would get # 9 in priority list and Statement 10 gets # 10 in priority list. Final priority table would look like the table below. img This exercise is very useful and it gives a practical experience in deciding priority list. Note that there is a tie among tasks. This exercise gives experience in selecting and prioritizing when there is a tie among tasks in terms of importance. Also, note that it would help to prioritize task if a granular classification for urgency is used. For example, one may rank the task based on whether it has to be done within an hour, within a day or with couple of days or week. For example, the tie among task 1, 3 and 5 can be better handled if a more granular classification for urgency is used. The exercise would help apply the concept of prioritizing in every aspect of life and would be very useful.

There is no answer for this question

There is no answer for this question

There is no answer for this question