Business Proposal Draft Memo

BusinessProposal Draft Memo

To:South West Airline Company

From:Joe King, Business Consultant

July 14, 2015

Business Seminar Proposal Draft

Etiquettein the contemporary environment is a key determinant of the successof any individual employee or organization. Etiquette involves a setof rules and regulations that every employee has to follow when atthe workplace. An organization requires its employees to behaveappropriately and sensibly to help in creating an everlastingimpression. In essence, nobody will consider an employee seriously ifhe does not behave properly and relate well with others. Etiquette issignificant in creating and ensuring the presence of a strong team ofemployees that likes, respects and trusts each other. Lack ofetiquette within the organization influences undesirable behaviorsuch as sexual harassment, cultural sensitivity and lack of workplaceenthusiasm. If the team of workers fails to maintain a high standardof good manners, then its members resent one another, which leads topoor performance, increased job stress and lack of employeecommitment and satisfaction. This will cost the organization largesums of money and time.

Goodetiquette, as presented by Hurn(2007)is a perfect tool for building strong relationships at all levels ofthe organization. Professional conduct assists in building strongrelationships amongst employees and clients. All individuals willappreciate if they see trust and honesty in the workplace andcommercial dealings. Also, etiquette is essential for promoting apositive atmosphere within the organization. Etiquette, as stated byKotter (2008) makes every worker to feel more comfortable, honored,and respected, which enhances productivity, teamwork, motivation andpositive attitudes that help the corporation to sell more products orservices. Etiquette also reflects confidence, preventsmisunderstanding, and disputes at the workplace that causes speedierresolution of problems and improved work quality. Hence, etiquette isa vital tool that encourages success for both employees and theentire organization.

Problems

Currently,increased sexual harassment among female employees has been a majorissue affecting business organizations. Female employees report manycases where their bosses ask for sex before getting a job promotion,recognition, and rewards for excellent performance or any favorabletreatment. In some cases, this begins right from the recruitmentstage and during assignment of important tasks and responsibilities.Female workers often report abuse from their bosses for failure tocomply with the sexual demands of their bosses. Laband and Lentz(1998) mentioned that sexual harassment is a great hindrance forfemale employees as they pursue their careers in the workplace and itcontinues to reduce their productivity and progress as they seek tobe competent and highly productive workers. The worst effect of thisis a failure to utilize their full potentials and demotivationleading to under-performance.

Theother serious problem in the workplace is cultural insensitivityamong staff members that has been on the rise because of increasinginternationalization of operations, which leads to increased culturaldiversity within the organization. Ulvydiene (2014) identifiescultural insensitivity as a failure by an individual to becomeconversant or respect the cultural variations present in theworkplace. This insensitivity is lowering performance of manyemployees and work teams because it causes increasedmiscommunication, workplace stress, lowers morale and increases thepotential for unsuccessful commercial outcomes.

Thethird problem that affects the organization is a lack of workplaceenthusiasm, which Murphy (2015) describes it as the idea of lackingcooperative and upbeat when one is performing his job. An employeelacking workplace enthusiasm does not respond positively toproductive criticism and is always unwilling to learn from others andimprove his work skills. I see that this problem hinders the processof development and acquisition of new knowledge and expertise that inturn, inhibits innovation and improvement of the mode of servicedelivery. The overall effect is poor quality provision to employeesthat lowers the competitiveness of the company`s products andservices.

Objects

Inthis seminar, I intend to provide all employees in South West AirlineCompany with the most appropriate training regarding businessetiquette and the way of demonstrating the important values withinthe organization. This will include a statement of the significanceof good etiquette by highlighting the benefits associated withprofessional practice and the adverse effects that will result whenemployees fail to demonstrate good conduct. I also aim atestablishing proper methods and approaches that the entire fraternityof South West Airline can use to ensure good business etiquette atall operational levels. This will involve the techniques that we canemploy when relating with each other and with the clients and otheroutside parties that affect the operations of the corporation.Finally, my purpose is also to provide guidelines regarding theextraordinary measures that will ensure success in its journey tocreate organizational culture defined by the critical desirablevalues.

Solutions

Firstly,I understand that strict adherence to professional practice or goodbusiness etiquette at the workplace begins with a thoroughunderstanding of what the etiquettes are and what it means bybehaving professionally. Some employees behave unprofessionallybecause of misunderstanding of the required codes of conduct andfailure to identify the real effect of their conduct to others whiledemonstrating undesirable conduct when they think they are right.Therefore, I will begin by providing employees and staff members withthe appropriate training regarding business etiquette andprofessional practice on a weekly basis. Delgado-Ferraz andGallardo-Vázquez (2016) stress that training is a crucial step inensuring professional practice within an organization and sets thefoundation for creating or defining the organizational culture toemployees. Also, Beltrán-Martín and Roca-Puig (2013) state thatevery individual organization intending to establish an environmentcharacterized by good etiquette should communicate its importantvalues to employees to shade light on what the organization wantsfrom them. This will boost their understanding of proper businessetiquette and professional practice. The training also serves as amethod of persuading employees to acknowledge the significance ofbusiness etiquette at the workplace to provoke strict adherence tothe important values that apply universally to all individuals. Theoverall outcome of the training is to encourage employees to easily,embrace professional practice religiously, respect authority andco-workers, and have respect and honor to their jobs, roles as wellas responsibilities.

Secondly,after ensuring that employees understand what is good and bad forthemselves, others and the company, they then need an efficientreward system to compensate those who demonstrate the highest levelof good business etiquette. The reward system will identify thebest-performing employees and reward them appropriately based on theimportant principles of equity and justice. However, the plan willincorporate a system of punishment to discourage employees who failto comply with the established norms severely in a manner thatgreatly inhibits the achievement of the set objectives. The rewardand the punishment system will encourage competition amongstemployees that will facilitate compliance and citizenship behavior.Sajeva (2014) stated that an efficient reward system based on theimportant principle of equity promotes job satisfaction and employeecommitment that in turn, promotes citizenship behavior and strictadherence to the organizational values and set standards. Similarly,Armstrong (2012) hinted that an efficient reward system that matchesthe effort employed by employees to abide by the set rules andstandards influence a culture of continuous improvement that leads tothe adoption of the right behavior required by the company.Therefore, the overall effect of the reward system in professionalpractice is an improvement of work enthusiasm.

Thethird solution is the development of a system of etiquette standardsand monitoring to check against sexual harassment cases within thecompany. This will also incorporate a system that eliminates allavenues for sexual harassment regarding the manner employees relatewith each other. For example, the system of performance appraisal andpromotion should be systematic not to allow any manipulation to allowfor exploitation of the junior employee. It will also incorporate ameans of detecting any potential for sexual harassment amongstemployees and taking the most appropriate action to prevent it. Thestandards will include a statement of respect for all employeesregardless of their gender or sexual orientation. Also, the systemwill ensure that female employees are capable of reporting casesrelated to sexual harassment and serious legal actions that thecompany will take against those who involve themselves in suchundesirable acts. Sexual harassment is a common evil in manyorganizations and its elimination is only possible by ensuring strictadherence to the law, which calls for respect for all individualsregardless of their gender, sex, race, religion or origin (Tudor,2012). Howard (2007) stressed that an organization has theresponsibility of maintaining a safe working environment for allemployees including females. Therefore, a system of monitoring casesof sexual harassment will enforce respect for female workers andequal treatment leading to eradication of the evil.

Theother solution is the establishment of effective techniques ofcommunication that are comprehensive and appropriate for all workers.The system will also become part of the organizational culture topromote cultural sensitivity such as the creation of an anonymousfeedback mechanism. This will also involve the appropriate procedureon how employees should communicate with each other in a manner thatno one will feel offended, undermined, or abused. It will alsoinclude a single universal procedure for conducting meetings andpassing instructions between employees at all levels of theorganization. It will also include an official procedure forcommunicating constructive criticism and the required appropriateresponse from the other party. Communication is an important elementthat determines the success or the fulfillment of the organizationalagenda (Solaja, Idowu &amp James, 2016). The establishment of auniversal system of communication as pointed by Anders (2016) helpsto reduce confusion and misunderstanding between employees and is animportant tool for proper co-ordination between workers of alllevels. Similarly, Fielding and Plooy-Cilliers (2014) pointed thatthe technique used for passing messages to employees is veryimportant in the management of cultural diversity within anorganization. Therefore, the overall effect of this idea is theelimination of cultural insensitivity to ensure that all employeesare happy in the way other employees and the organization treat them.

Furthermore,the other approach for addressing the problem is the development of amonitoring and follow-up system to ascertain or measure the progressmade and the level of performance by each particular employee ormember of staff. The system will facilitate the detection of theshortcomings in the entire program and areas that requiremodification to produce the most appropriate outcome regarding theability of the employees to demonstrate professional practice. Theprogram will also serve as a means of passing information toemployees regarding the commitment of South West Airline to ensureprofessional practice in the workplace that will also influencecompliance. Also, the follow-up program will enable the leadership totake the required disciplinary actions against employees that fail tocomply with the set norms. Monitoring and follow- up during theimplementation of a project assists in informing the leadership aboutthe progress made, what is remaining and how to move to the nextstage easily and successfully (Iyer &amp Banerjee, 2016). Withoutmonitoring and follow-up, as mentioned by Hazır (2015) it isdifficult for an organization to understand the path taken to reachwhere it has reached and identify areas that require revision andmodification. Therefore, a good monitoring and follow-up system willenable the company to identify successes and failures during theprocess of ensuring it achieves the goals set in the project.

Methods

Currently,all people like the virtual media as a means of passing informationand exchanging ideas. Therefore, the use of the virtual mediaincluding emails is appropriate for communicating the significance ofprofessional practice at the workplace. This method assists inreaching all employees within the shortest time and allows for quickrevision whenever necessary. Also, since every employee receivescommunication individually, the idea will promote compliance becauseeveryone will consider the communication specifically intended forhim. This will also make the process of communication less mechanicaland convenient for every individual that will enhance the level ofunderstanding.

Also,it is common knowledge that people of different cultures havedifferent methods of communication. For example, Americans and theWest prefer directness during conversation or discussion and takingthe long path to communicate the point causes frustrations. On theother hand, Asians view directness as offending and indiscipline.Therefore, the best method to ensure understanding between employeesof diversified cultures is to offer training concerning the bestcommunication style for each group. This will also include anintroduction to an official communication style in the organizationto apply universally to all employees to avoid cases where someemployees feel offended by the communication style used by others.This, according to Solaja, Idowu and James (2016) will foster afeeling of comfort and appreciation.

Someof the undesirable act within an organization start and developgradually with time if the leadership fails to take appropriateaction. Therefore, as a means of discouraging workers from deviatingfrom the set standards, I propose the implementation of a quickaction to punish those who display such undesirable acts. On theother hand, the reward for the employees that good display etiquetteshould occur promptly to encourage others to imitate. Therefore, foran undesirable behavior, I suggest response within the shortest timepossible on observing the specific undesirable trait. However, therewards for professional practice should occur on a monthly basis,which will include a communication regarding the behavior of theemployee to all other employees in South West Airline. This willenable the particular employee to be a role model to others.

Reinforcementis also important in ensuring strict adherence to values in anorganization since it acts as basic training for junior employees.This usually happens when the top leaders of the company lead byexamples as they demonstrate the important values of theorganization. I wish to state clearly that efforts to encourageprofessional practice cannot bear fruits if the top leaders are notgoing to be the first to demonstrate good etiquette to the juniorstaff and employees. Therefore, I encourage the top leaders of theorganization to demonstrate professional practice since junioremployees usually tend to behave like their leaders, which no doubtthis will ensure proper understanding of the set standards and easycompliance by all employees. Again, this should occur at all timeswith increasing emphasis and commitment.

Finally,revision of the etiquette standards regularly to ensure continuousimprovement will be a crucial step in the achievement of the overallgoal. Upon realizing that employees have attained a certain level, anew standard will act as an incentive to drive the organization to ahigher level. This will come through communication of the new targetsand state the previous achievements and what remains. This will occurregularly after every three months to allow ample time for employeesto absorb or internalize with the set current standards. In this way,the company will be moving appropriately with a certain pace suitablefor all individual, which will guarantee desirable outcomes.

Conclusion

Currently,the success of an employee and any business organization dependslargely on its ability to maintain good etiquette within theworkplace. Common problems that employees face are sexual harassmentamong female workers, cultural insensitivity and lack of workplaceenthusiasm. These problems cause low employee satisfaction andperformance that inhibit success and lowers quality standards ofproducts and services delivered. These problems occur because of lackof understanding of the significance of demonstrating goodprofessional practice, the absence of a well-defined organizationalculture, absence of an efficient system that encourages goodetiquette and ignorance among some employees. Therefore, as a meansof encouraging good business etiquette in South West Airline Company,I propose the implementation of an appropriate training system toenable each employee to understand the important values and thesignificance of observing them. I also propose efficient appraisaland reward for employees who display excellent professional practiceand set specific targets that provide direction on where the companyshould reach regarding the implementation of the set values. Also, Iadvise the top leaders of South West Airline to lead by examplesthrough proper demonstration of good etiquette to enable junior staffand employees to visualize the values from them. Finally, I proposethe implementation of an efficient monitoring and follow-up system toensure that the leadership is capable of measuring progress andidentifying areas that require improvement to ensure that theorganization achieves its objectives optimally.

References

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