Question

Case study 4

Mr. Salim is the Production Manager of Oman Pharmaceuticals LLC. There are 50 employees working in the department. It has been a long-standing practice in the department to hold a weekly departmental meeting every Thursday afternoon. Every time a meeting is conducted, about half of the employees are more than five minutes late, and two or three of them are usually late by 15 minutes or more. Though repeated announcements are made about being there on time, only same six or seven punctual attendees will be present on time and will keep waiting for the late-comers. Mr. Salim is very upset with this and warned the staff who attended

late, to remember that it is a department meeting and not a social function. Many participants, who attended late, informed Mr. Salim that they were busy with their work and attending meeting every week is affecting their productivity and loss of their valuable working hours.

Question 4:

i. Do you think Mr. Salim should take disciplinary action against employees who are late for the meetings? Suggest him about what can be done to encourage punctuality of staff in attending meetings? (2 Marks – Answer in 50 – 75 words)

  

ii. Discuss if meetings conducted by Mr. Salim are effective or ineffective? What kind of meetings at Oman Pharmaceuticals LLC. can be wasters of individual and group time? Justify.

(4 Marks – Answer in 100 - 125 words)

iii. Suggest any four measures to Mr. Salim to enhance the quality of his meetings.

(4 Marks – Answer in 100 – 125 words)

foucs in limited word

Answer 1

i) Mr. Salim should take disciplinary action againts late comers, as it may affect the punctuality of on-time attendees. In order to encourage late comers on time, Mr. Salim should announce that the starting 10 minutes will be discussed with employees. The starting 10 minutes of the meeting will include the discussion of employees' interest or grievances. This will encourage the employees to come on time and discuss their personal ineterst matter.

ii) The meetings would be effective when employees take considerable interest in the matters. If the similar agenda is discussed everytime, it would make the meeting uninterested and thereby ineffective.

Given below are some types of meetings that are Ineffective:

• Meetings that are unfocused and directionless - Ensure that a person should be appointed to keep a check on all important points, rather than discussing same topics.
• Participants arrive late - The late arrival of participants signals for disinterest. Morever, the environment should also be calm and without interruption.
• Off-Topic Discussions - Meetings should be conducted concisely so as to reduce time wastage of individuals and group goals. Chaiperson shall open the meeting with more important topics first and sequentially discuss impotant topics.
• Important topics, decisions and solutions are lost - A secretary should be appointed who shall take note off all key points and important decisions to be discussed. Minutes of meetings should also be prepared to discuss the meeting's achievements.

As per the above stated points, the meetings of Mr, Salim are quite ineffective in regard to late coming participants.

iii) Mr. Salim, being a production manager, may enhance the quality of meetings by considering factors such as:

1. New Agenda - Mr. Salim should discuss the important agendas only. If the meetings are only confined to long lectures of managers all the time, it may not capture the interest of employees.
2. Ask for Employees Advice - The ultimate work is to be done by employees. Employees engagement in decisions and discussions through votings would energise the meeting and upgrade the meeting quality.
3. Discuss Targets of company - From small goals to big targets, it must be discussed with employees. If the targets are known to employees, they will understand the objectives of company better. This will help the company to achieve its overall objectives along with interest of employees.
4. Invite only Vital Participants - Issue a notice only to those employees who are closely involved and majorly impacts towards contribution in respect of such matter. Try to schedule a meeting at a time that would be suitable for all employees.