MGT 510 Assignment 2 audio scripts

[Audio] MGT 505 Assignment 2 Scripts for video presentation.

[Audio] Slide 2 • Safety reporting system is a system that keep data of workplace hazards and safety incidents to generate the best strategy to prevent the same problem from happening again. We highly recommend this project because it allows employees to be aware of the potential risks in workplace and create a safety-minded culture that encourage individuals to be involved in improving workplace safety. For example, if there are more than five leg if trauma incidents in our warehouse, the data would be directed to human resource management to determine if more co-workers are needed. Each type of the industry has their own safety reporting system, however similar types of information are collected for analysis. For our company, elements regarding to nature of events, cause, and injuries are three most important in determining the risks..

[Audio] Slide 3 • Here we listed the main objectives to develop a safety reporting system. As we said, the main function of the system is to ensure the safety of all members of the company. So, we developed the safety reporting system to make sure the same incidents will not happen again (that's Prevent). This requires full understanding about the causes, and this can be analyzed from the data collected by the system. (that's Provide) Having good knowledge about the nature of the hazards is the key to take preventive steps with effective policies. (that's Improve/enable) As time goes these facilitated behaviors help form a safety-minded culture, so any action within the organization should regard human health and safety with to priority..

[Audio] Slide 4 • Here is a diagram showing the five basic characteristics of effective safety reporting system, adopted from the International Civil Aviation Organizing Safety Management Manual. • We can see the performance of effective reporting system depends on the efforts of voluntary reporting. The ' information' category is crucial because it shows that members of the organization are able to determine the safety of the system which also determines their ' willingness' to report the issues. • For example, a person choose not to report a workplace injury, because he believe it was only minor injuries, and was concerned about his supervisor' s actions ( lack of accountability). The 'information' category determines all these factors. Therefore, all members of the organization be well-educated on safety culture, understand the inevitable nature of human errors, and take risk mitigation strategies..

[Audio] Slide 5 • Communication is essential for the success of an organization because it facilitates understanding of the message from the speaker, reduce conflicts, prevent misunderstanding, and develop strong relationship among team members. • Communication is vital to gain trust. For example: a manager may pay attention to the inquiries made by the new employees about the recent policy change, even if the questions sound elementary. This would make the employee feel valued and respected, so they would be more willing to make contribution to the company. This create an environment where employees are more likely to express themselves and bring up viable ideas that help the company achieve its goals. • Miscommunication has the opposite effects. When conflicts arise, it takes considerable amount of time to 'repair' the issues which could otherwise be utilized to develop a new project that could be beneficial to our society. • For example, when employee says 'I feel like my work is going nowhere,' he actually means that he needs a greater purpose and understanding of the goals that the company is trying to accomplish. As a supervisor, it is important to education the employees about the purpose and importance of their efforts and make them feel they are making real contributions. • Communication plan is a roadmap to convey information and knowledge to different group of target audience. For example, we offer status report to communicate the current progress of our projects too all stake holders. Whereas we used to hold team meeting to review our status with our team to develop effective solutions..

[Audio] Slide 6 • To ensure effective communication, employees should understand the varieties of communication styles and their own communication styles. Ensuring that audiences receive the 'same' information as we were trying to convey can be a great challenge because the different communication styles could bring up a different pictures between senders and receivers. It does mean there is anything wrong with the particular styles, but because people have different perception and cognitions. We just want to make sure the message is delivered in a way that meets the receiver's expectations. For example, if you explain a project to your employees in the same way you were making stories to your kids, they may still understand what you mean, but they would probably ask you for food and drinks! • Active listeningmeans listening to what another person is trying to say to improve mutual understanding. For example, the leader may seek advice from fellow employees if any improvement is required. • Transparency means any information regarding to the company's well beings, policies, or goals is shared among its members without exceptions. It is a good way to build collaboration,enhance trusts, promote innovation and create more chances to share new ideas. • Clarity means all information are presented clearly to avoid mistakes and thereby enhance the performance of the entire team. For example, managers often set a final deadline to its employees to complete a task. • Empathy is the understandingof people's feeling and emotions. This is crucial as it determines the relationship between employee and supervisor and colleagues. For example, you might not add too many heavy works to your employee who has just recovered from a cardiac surgery..

[Audio] Slide 7 • Managing communication barriers is the key in resolving or avoiding conflicts. Here we have listed some important strategies in prevent communication barriers. • Avoid sending information that were vague and confusing. • Always give clear instruction of what to do. • Ensure every member of the team to get most direct information on time • Try to use messages that employee can easily recall. • Eliminate differences in perception. • Listen attentively and carefully. • Use appropriate body language to convey emotional state..

[Audio] Slide 8 • Conflicts arise when people hold a different views toward a same issue. • There are five conflict management styles: • 1.Accomodating style happens when people try to satisfy the other person's concerns at the expense of their own. • 2. Avoiding style means the person is not assertive, nor do they want to be cooperative. They choose to postpone or sidestep from conflicts. • 3. Forcing style means people pursue on their own concerns without considerations about other person's concerns. • 4. Collaborative style is a combination of being assertive and cooperative, meaning that they tend to work with others to identify a proper solution. • 5. Compromising style is moderately cooperative and moderately assertive; attempting to reach a solution that is partially satisfactory to both parties..

[Audio] Slide 9 • Conflicts can be expressed in many ways such as insults, non-cooperation, bullying and anger. Its causes can range from personality clashes, misunderstanding, and organizational mismanagement. The negative effects of workplace conflict can include work disruptions, decreased productivity, project failure, absenteeism, turnover and termination. Emotional stress can be both a cause and an effect of workplace conflict. • Employers can manage workplace conflict by creating an organizational culture that preclude conflict as much as possible and by dealing promptly and equitably with conflict that employees cannot resolve among themselves. To manage conflict, employers should consider the following: • Make sure that policies and communication are clear and consistent and make the rationale for decision transparent. • Ensure that all employees—not just managers—are accountable for resolving conflict. • Do not ignore conflict, and do not avoid taking steps to prevent it. • Seek to understand the underlying emotions of the employees in conflict. Try to listen and understand their stories. • Keep in mind that approaches to resolving conflict may depend on the circumstances of the conflict..

[Audio] Slide 10 • Coaching is essential to improve performance by offering a clear insights in maintaining organizations organizational performance; business continuity; and the safety, well-being, and financial security of your workforce. Benefits • Greater self- and contextual-awareness: Coaching is about you and where you work. You'll gain insight into yourself as a leader within your organization. • Greater understanding of others: A coach helps you understand why others might think and act the way they do. You'll learn about actions you can take to help team members or to focus them in a direction that's better for the organization. • Enhanced ability to communicate: A coach works with you to find ways to improve how you convey what's important to you, to the business, and to employees. • Enhanced ability to coach others: Once you've experienced the value of coaching to improve performance for your own development, you'll be much more prepared to notice and leverage coaching opportunities with your team. This capacity will be a key differentiator between a good leader and a great one..

[Audio] Slide 11 • A business needs to have and organizational structure to be successful. • An organizational structure is a visual diagram that represents the hierarchy, rule, toles, and responsibilities of the employees in the company.. • An organizational structure help determine the elements the business needs operate properly • This ensures faster decision making, greater employee performance, improved operating efficiency..

[Audio] Slide 12 • Flatarchy organizational structure is a structure common with a start up or small company. It allows employees from different levels to make decisions in the organization. An example of this type of structure is when an organization has an internal hub or innovation center. The company lets the employees pitch any new ideas that might help the company grow. The company will continue running using its normal structure, but this encourages creativity among employees..

[Audio] Slide 12 • Here we is to some important reasons to maintain leader-follower relationship. • Leaders and followers are one team. • Both positions are equally important that require responsibility and mutual interaction. • The leaders help his followers grow, whereas the followers contribute to the success of their leader. • A good leader follower relationship is about trust, openness, and respect. • Leaders would expect their followers to be positive and self-motivated. • Followers want their leaders to be honest, competent, forward thinking and inspirational. • A leader should encourage the follower to ask questions about their work, know how to reward followership, use coaching instead of criticism..

[Audio] Slide 13 Leaders and followers work as one team. • Both positions are equally important that require responsibility and mutual interaction. • The leaders help his followers grow, whereas the followers contribute to the success of their leader. • A good leader follower relationship is about trust, openness, and respect. • Leaders would expect their followers to be positive and self-motivated. • Followers want their leaders to be honest, competent, forward thinking and inspirational. • A leader should encourage the follower to ask questions about their work, know how to reward followership, use coaching instead of criticism..

[Audio] Slide 14 • Encourage flexibility: give employees the freedom to adjust their working schedule to better suit their needs; for example: • Asking for feedbacks:asking for feedbacks from employee is important because it makes them feel that their opinionsmatter. • Hold regular social gatherings:regular team activities encourage creativity, collaboration, and mutual understanding. • Mentor employees: Manager should not bother to help employees. This is a good change to enhance engagement and act as role models. • Encourage collaboration: collaboration encourages teamwork, enhance formation of new ideas, and offers happier working environment. • Asking for feedbacks:asking for feedbacks from employee is important because it makes them feel that their opinionsmatter. • Hold regular social gatherings:regular team activities encourage creativity, collaboration, and mutual understanding. • Mentor employees:Manager should not bother to help employees. This is a good chance to enhance engagement and act as role models. • Encourage collaboration: collaboration encourages teamwork, enhance formation of new ideas, and offers happier working environment..

[Audio] Slide 15 • Be Authentic builds a sincere relationship between employees and management motivate trust and build teamwork. When employees realise that the workplace is an open concept with no sugar-coating, they will then feel as though they do not need to hide things from their peers or colleagues and will always be honest. • Clarify goals: Every employee has a set of goals and responsibilities they need to focus or work on. There are times when employees simply get mixed up or confused with what their role is in the organisation, which is very common. Clarifying goals and responsibilities is vital if you intend to increase employee engagement within your organisation. • Develop a people-focused culture: Encourage employees to practice balanced lifestyle between work and personal life. Create a workplace that makes people feel valued and heard is important to increase employee..