Improved writing Essay

Probable Solutions: Reassign executives and match with the members Others to provide assistance whenever necessary Retrench one of the employees since two of eight executives have full-time administrative assistants anyway and only six are actually being serviced Benefits: To the employees †¢ Manageable and productive work To the company †¢ Cost savings To the supervisor †¢ Productivity improvement †¢ Less stressful †¢ Deadlines more likely to be met Draft My office provides secretarial support for the eight members of the executive team. Currently, their assignment is as follows: †¢ Jack Snieder is assigned to Ralph Cajun and Jessica Hilo †¢ Rachel King is assigned to Melanie Razor and David Thomson †¢ Bonnie Disselkoen is assigned to Samuel Daily and Frank Daily †¢ Molly Smakowski is assigned to Larry Miller and Victor Potack However, I have noticed that Jack and Rachel frequently have nothing to do, while Bonnie and Molly usually require overtime hours at least twice a month. Upon delving further, I learned that Melanie Razor and Jessica Hilo share a full-time administrative assistant who completes most of their secretarial work. On the other hand, Samuel and Frank Daily have no administrative assistant while Larry Miller’s assistant works only 15 hours a week. From this alone, we can already see a disparity in work assignments causing two of my team members to be overworked while the other two are underworked. For the former two, this could lead to stress and fatigue while for the latter two, work for them might lose its value since they have settled into boredom and lack of challenge. Moreover, the company is unnecessarily paying overtime costs. The best solution that I can see to this problem is to reassign the executives to a different member of the team. This way, the work load would be better distributed among the team members. There are no indications that the pairings of executives have anything to do with any common requirements. It may be that they were merely randomly assigned without making a careful study of the workload each executive would be giving. While present assignments can be maintained and just require the other members to assist when the other is loaded with work, this is not as good a solution because the sense of ownership will not be there. They will not have the proper motivation to turn out a good work when they will not get full credit. Another idea is retrenching one of the employees since two of eight executives have full-time administrative assistants anyway and only six are actually being serviced. This is not possible since not only would it lower morale even further, we are still unsure how much work load is given by the other six executives. If such a solution proves to be effective, this will impact a lot of factors. We will be seeing an increase in individual productivity. Each member of the team will get a boost in their morale for doing manageable work that is equally distributed. Work will be better organized and the capability of each team member will be fully tapped. This will also mean savings to the company since overtime costs will be lessened or even totally eliminated. This would affect the Supervisor’s work as well since the personnel will now be self-sufficient and self-motivated, she will have more time to focus on other administrative work. There will be less stress and deadlines are more likely to be met. MEMORANDUM To : Liz Jakowski From : My Name. Date : 02 February 2008 Subject : Productivity Improvement Currently, my office provides secretarial support for the eight members of the executive team. Their assignment is as follows: †¢ Jack Snieder is assigned to Ralph Cajun and Jessica Hilo †¢ Rachel King is assigned to Melanie Razor and David Thomson †¢ Bonnie Disselkoen is assigned to Samuel Daily and Frank Daily †¢ Molly Smakowski is assigned to Larry Miller and Victor Potack However, I have noticed that Jack and Rachel frequently have nothing to do, while Bonnie and Molly usually require overtime hours at least twice a month. Upon delving further, I learned that Melanie Razor and Jessica Hilo share a full-time administrative assistant who completes most of their secretarial work. Thus, this frees up a lot of Jack and Rachel’s time. On the other hand, Samuel and Frank Daily have no administrative assistant and are fully dependent on Bonnie while Larry Miller’s assistant works only 15 hours a week which also does not give Molly that much free time. It is apparent that there is a disparity in work assignments and work loads causing two of my team members to be overworked while the other two are under worked. This unevenness in work distribution could lead to stress and fatigue for the former two. For the latter two, there is the possibility that work for them might lose its value since they are slowly settling into a state of lethargy due to lack of a challenge. Such disparity also costs the company a lot of money in overtime costs which has to be paid to Bonnie and Molly if they are to meet the deadline imposed by the executives. I have worked my way up from a mere clerk and, until three moths ago, into an office manager. I have actual experience and exposure to what each of my staff are experiencing now. This work imbalance is certain to be taking a toll on their morale and motivation. I am, therefore, confident to recommend that we reassign the executives to a different secretarial support. This way, the work load would be better distributed among the team members. There are no indications that the pairings of executives have anything to do with any common requirements, that they cannot be separated and reassigned. It may be that they were merely randomly assigned without making a careful study of the workload each executive would be giving. Hence, I foresee that there should be no problems with regard to the executive’s preference as there may be none. It has been considered to retain present assignments and just require the other members to assist when the others seem to be loaded with work. This is not an efficient solution because of several reasons such as the sense of ownership will not be there. They will not have the proper motivation to turn out a good work when they will not get full credit. It is also a burden administratively since the supervisor would constantly have to go around and assess the work load of each individual at that particular moment. Retrenching a member of the team was also considered since there are two executives who had full-time administrative assistants anyway. This, however, cannot and will not be endorsed as this would lower morale even further and there’s the danger of losing the trust and cooperation of the team, which at this time of management changes, is an important factor. Moreover, we are still not entirely sure of the workload of the six other executives and to cut head now may be too premature. Hence, reassignment would be the best option and the proposal is as follows: †¢ Jack is assigned Ralph Cajun and Larry Miller †¢ Rachel is assigned Samuel Daily and Melanie Razor †¢ Bonnie is assigned Frank Daily and Jessica Hilo †¢ Molly is assigned David Thomson and Victor Potack This reassignment aims to address disproportionate work distribution. It is anticipated that with the work load relatively evenly distributed, we will be seeing an increase in individual productivity. Each member of the team will get a boost in their morale for doing work that is manageable. The tasks can be better organized and the capability of each team member can be explored, fully tapped and optimized. For the company, this would translate into savings on overtime costs. This would impact the Supervisor’s work, as well, such that close monitoring would no longer be as necessary as before since the staff will be self-sufficient and self-motivated. This will allow for more time to focus on other managerial and administrative work. There will be less stress as deadlines are more likely to be met. I hope that my proposal will be met with your favorable consideration.