Question

Kaizen Electronics LLC. is one of the electronics appliances companies in Sultanate of Oman. The company is doing good and wants to further improve its market share. Mr. Hamed is the newly appointed General Manager of the company. He is determined to improve the company’s market share and achieve other business goals of the company. He wants to involve people from all levels in the process of achieving the goals. For this reason, he, all the time, conducts meetings and compels people from all levels of the Organization attend the meeting. His intension is to make everyone updated about what is expected from them. He almost conducts

six meetings per week and each of which lasts for an hour. Mr. Hamed does most of the talking during the meetings and gives others little chance to speak. This way the department heads and other employees feel that most of their productive time is wasted sitting in the meetings. Many of them attend but don’t participate as meetings are made regular and involves all of them, though they have nothing to do with the points being discussed. Some employees do not open up even if points being discussed are relevant to their area of work. Most of the attendees of the meetings find themselves unproductive and do not pay attention to the proceedings of the meetings.

Question 4:

i. Why do you think some attendees of the meetings conducted by Mr. Hamed do not speak, even if the points being discussed are relevant to their work area? Give reasons.

(2 Marks – Answer in 50 – 75 words)

ii. Do you think the meetings arranged by Mr. Hamed are properly conducted and managed? Give reasons to support your answer. Also comment on what can be the results of such meetings.

(3 Marks – Answer in 75 – 100 words)

iii. Suggest any five ways to Mr. Hamed for improving the company’s meeting culture and

environment. (5 Marks – Answer in 125 – 150 words)

Answer 1

1A), Basically the meetings is conducted for discussing the matters relating to different activities of the company.In the case of Kaizen Electronics ,Hamed is new appointed General manager of the company and he is have a good intention for companies growth.But the employees of the comapy don't concentrate and don't contribute their ideas or opinion in the meetings.it is the main drawback of the general meetings.How it over come.Lets dicussed

First,Hamed is going on wrong way because he is conducted 6 meetings in a week and the same time the meeting is going on an hour.in this situation hamed understand the mind of employees .because all employees have different type works and they have a time paln about their works .in this scenario hamed conducted six meetings in a week and at the same time each meetings is going on an hour,this time arising tension and ire on the each employees so they have dont expressed the ideas and opinion about the meetings.so they dont expresssed the talking mentality.

and second reason is In all meetings hamed is the king and he is only talking ,he dont provide the discussing chances for another employees so basically the employees mind is dead.

So Sucess of the meetings is depended up on Hamed.so hamed definitely changed the pattern of the meetings.First he is decrase the time of each meeting ,ex-: Conducted Two or Three meetings in a week or Take 30 Minutes for an meeting ,Thats all.and Hamed is understand the meetings is conducted for the companies growth not for only showing the power of general manager.

2a) Hamed is conducted the not at the proper way because he doesnt understand the work pressure of each employees .Hamed is wasting the valuable times for his meetings that also affect to decrase the productivity of the company so hamed definitely understand the structure of the employees works and the work plan.so this type of meetings arising ire in employees mind so they dont share his valuable ideas.so hamed is willing to understand the work structure of each levels the company and how much time needed for complete the work and how much employees are working in each section.and finally how pending pending works in there.hamed is studied all the areas then he is prepared for meeting ,then in the meeting discussed about the employees work situation and any other work realted matters ,that means an issues in a work so that is also helpful to increase the potential power of the employees.

Set an objective for the meeting, and make it brief and clearly stated. For example, create a short list of bullet points describing specific goals. The goal of your meeting might be to communicate important information, make decisions, resolve problems or assign actions. A concise and to-the-point objective helps the meeting organizer determine who should participate in the meeting. Build out a list of invitees by aligning each goal with team members whose presence will make it possible to actually meet the goal.

Set the meeting’s agenda based on each goal in the objective. If a goal is to communicate the start of a project, set an agenda item that identifies who will present that information and how the information will be shared, such as by PowerPoint presentation. If the goal is to assign actions, set an agenda item that describes how assignments will be made. Every goal should have one or more agenda items aligned directly with it.

If presentations are expected, make sure that the room is equipped with a projector. If not, make arrangements to bring a projector with you -- also make sure you have something to project onto, such as a screen or a white wall. Don’t forget to consider the availability of other incidentals, such as white boards with dry erase markers, flip charts and speaker phones for off-site participants. For multi-hour meetings, arrange for food and beverages so participants stay focused on the topic rather than their stomachs.

3a) Five ways for improving the companys meeting culture and environment.

Under work Structure of each level of the company-:

In a company also have a different type of Job levels.so the hamed is definitely understand the all levels of Jobs.So that is helpful to increasing the Knowledge about the company and at the same time he can arranging  time shedule for a meetings.

Give Speak chance to Others-:

Basically a meeting is conducted for companies growth so the give chances to all members in a meetings for open talk so that also helpful to take good decisions about a problem

Listen to your Employees-:

Provide your employees with an environment to let their opinion be heard. Internet giant, WordPress, regularly hold ‘Town Hall’ meetings where these ideas are exchanged between management and lower level employees.

• 75% of employees would stay longer at an organization that listens to and addresses their concerns (Ultimate Software)
• 65% of employees who don’t feel they can approach their manager with any type of question are actively disengaged

Be Transparent-:

Transparency with your employees is key way of building trust, leading to improved corporate culture. A weekly post on an LMS social feed about what’s happening at a corporate level is a sure-fire way to inspire your team!

• 50% of employees say bosses sharing information and data has a significantly positive impact on productivity and motivation

Provide Regular Feedback-:

Employees need regular feedback if they are to align their performance with your organizational culture. A once a year meeting just isn’t good enough! You should praise the behaviour that matches your values and develop areas that need improvement. Keep on top of things with regular reporting and you’ll soon be working in tandem!

• 68% of employees who receive accurate and consistent feedback feel fulfilled in their jobs

Reward Your Employees-:

Reward your employees for actions that best represent the organizational culture that you seek. A recognition-rich culture will also reduce turnover, giving your organizational culture longevity. So what are you waiting for? Get rewarding your employees!

• Companies that score in the top 20% for building a ‘recognition-rich culture’ have a 31% lower voluntary turnover rate.

Lay Down a Challenge-:

Provide challenge and opportunity for development. This lets your employees know you are invested in them, in turn, they will be loyal to your organizational culture. Maybe start by giving them a mountain to climb…

• 76% of millennials think professional development opportunities are one of the most important elements of company culture (Execu-Search)
• Employees who get the opportunity to continually develop are twice as likely to say they will spend their career with their company (Gallup)

These tips should point you in the right direction when it comes to improving the culture of your organization… But they’re even better when brought together to form a social learning culture. “Is such a glorious thing possible?!”, we hear you cry.