Principles Of Management - JES Digital Print Ltd Assignment 1 PDF

PRINCIPLES OF MANAGEMENT -- JES DIGITAL PRINT LTD Assignment \# 1 - Submitted by: - Submitted to: PRINCIPLES OF MANAGEMENT -- JES DIGITAL PRINT LTD. **Introduction** Principles of management are essential for an organization's existence and achieving organizational goals effectively and ef...

PRINCIPLES OF MANAGEMENT -- JES DIGITAL PRINT LTD Assignment \# 1 - Submitted by: - Submitted to: PRINCIPLES OF MANAGEMENT -- JES DIGITAL PRINT LTD. **Introduction** Principles of management are essential for an organization's existence and achieving organizational goals effectively and efficiently. Management means planning, organizing, coordinating, and controlling resources to achieve organizational goals. Managers are responsible for guiding and directing the work of team members to make sure the achievement of desired outcomes. "Management is to forecast, to plan, to organize, to command, to coordinate and to control" (Henri Fayol). JES Digital Print Ltd is an established company which produces high quality promotional material and personalized gifts. Its factory is based in an urban area of the country. The company slogan is "delivery at pace". Sara Jansen, Luis Erikkson and Tim Smith are the owners of this company who worked together for a multination company. Then they decided to start their own business in 2005, which is called JES Digital Print Ltd. Sara, Luis and Tim run the business and take all major decisions together. Sara is responsible for human resources. She sees her as a charming leader. Her job is dealing with job agencies, recruiting temporary staff, and training the staff because there are three peak months a year. So, they have a need of extra staff. The staff require one month's training before they can work in the factory. Luis is responsible for production. He believes production needs committed and hard-working employees who are experts in one job role and they should focus on that part only. So, these production staff don't have any knowledge about the overall process. Tim is responsible for technical operations and research and development. Tim is a person who believes in staff. He always takes ideas and solutions from his staff. JES Digital Print Ltd has continuously grown during the last five years. But eventually their profits became low because of their quality issues and delays with the orders. Sara, Luis, and Tim have different ideas over major decisions. Because of their disagreements they are unable to increase their profits and they have a lot of problems with the achievement of the company. JES Digital Print Ltd has lost many permanent staff during the last five years. In this case the owners must give more attention to their leadership styles and leadership skills. It will help them to understand their organizational issues and provide solutions. In this JES Digital Print Ltd, we will discuss management and leadership issues and recommendations on actions that can be taken to improve business performance at JES Digital Print Ltd. Then we will be able to understand what should be done for the current issues and future existence of the organization. If JES Digital Print Ltd need to become successful again, there are some changes that need to be managed. Which means this company was a successful one before. Because of the owners' disagreements and lack of attention to leadership styles and leadership skills the company's performance declined. As human beings every worker, employee, staff members and team members whoever works in an organization would like to have better benefits. If they are unable to have better benefits and needs, they will not work in the organization as they like. Then it will hinder their success and the organizational success also. There are two major problems in this company. The first one is losing permanent staff and the second one is profits decreasing. - JES Digital Print Ltd staffing and staff turnover data 2017 - 2021 2017 2018 2019 2020 2021 ------------------------------------------ ------ ------ ------ ------ ------ Full-time staff and managers 31 33 33 35 35 Turnover of full-time staff and managers 17 22 24 25 27 Temporary staff 54 62 67 72 75 As you can see JES Digital Print Ltd has lost many permanent staff during the last five years. So, we need to find, a. b. c. Like I said, principles of management are very important for an organization. If the owners don't have any idea about this, their organizational goal will not be achieved. For the organizational success requires the employee success also. As a manager of a company, he or she is doing a critical job to achieve shared goals with the help of staff members. From my perspective these owners of JES Digital Print Ltd haven't given priority to some leadership styles and skills also. Planning and organizing  Planning is the very first step of an organization. Before doing anything, we should plan about the things that should be done. Planning is the procedure of setting goals, the decisions should be taken to achieve those goals and enhancing strategies to achieve them. Not only in an organization, in our personal life also we should have a plan to do anything. As a manager of JES Digital Print Ltd, the owners must have a better plan for this company. They need to change their decisions which they have made. Developing flexible plans is very important in a company to change decisions efficiently. The first thing that needs to be changed is the owners' different ideas over major decisions. Because the owners and employees should have a direct vision and mission for the achievement of common goals if they need to become successful in the organization. Setting SMART goals is a very important thing in planning prosses. Which means specific, measurable, achievable, relevant and time bound goals. As a company with no profits and losing staff JES Digital Print Ltd should follow a better plan. - - - It means Sara knows there is a problem with the leadership role in this company. As an effective leader first, they should plan to have strong communication skills with their staff. It helps to understand the staff and create a good relationship with them. Then they will be able to provide solutions for organizational problems and employee problems. Sara, who is responsible for human resources, must guide and provide directions to the staff toward success. In this case, she should plan what are the guidance needs to be given to the staff and how it needs to be handled. With good guidance this company will be able to reduce the problem of losing permanent staff. Organizing the things will contribute to achieving the goals systematically. In a successful organization, resources should be arranged in a proper way and the tasks should be done in a structured manner to achieve goals. Luis oversees the production thing. So, he is responsible for arranging resources. As an effective leader he should allocate resources efficiently. If the resources are allocated expertly, employees will be able to work easily. As an example, some employees work in an organization without any commitment or interest. Because they are unable to set resources perfectly. It is hard to work in a structured manner. Because everything in the organization is disorganized. It is not an impact on employees only, it is an impact on the organization also. Because employees with commitment will work for organizational success. That is why organizing is very important in an organization if it needs to be succeeded. As an effective leader of production Luis should give more attention to organizing. This will be helpful for staff to do their job properly. Staffing and controlling In JES Digital Print Ltd their biggest problem is losing staff. So, they are responsible for staff well-being in the company. As a manager of human resources, Sara is responsible for recruiting employees. As a qualified leader she should select better employees for the organization. If employees are better, they will not leave the organization for any reason. In this company Sara should train the staff and develop opportunities to enhance employee skills because all employees are working to get better benefits and personal growth. So, she should look after their training. When the employees are creative, they will be able to provide new ideas and innovation for the achievements of the organization. Which means it is advisable to select better employees to work. For a successful organization or company, the owners should recruit employees with diverse backgrounds. If an organization gives more attention to diversity, it creates an environment that values different perspectives and ideas. I think JES Digital Print Ltd needs staff like that. Luis has stated if they don't have the right staff they can always find more. It is not good to give up on your work. If the staff is not right, as leaders, they should fix the staff as they want. By giving them advice, opportunities to their personal growth, motivations, and responsibilities. If the staff have no idea about the job role which they are doing, leaders should show them the right way and get better benefits from the staff for organizational success. If an employee is not doing his best in the job role which he works, leaders should be able to switch him to another job role which he can perform well. However, it is better to choose the right person for the right job first. As a responsible leader in JES Digital Print Ltd the owners should be able to control the company properly. If they are unable to do that the company and employees will not work efficiently. It is very important that a company is controlled by the leaders in the correct way. Sara, Luis, and Tim as leaders of the company they are responsible for making sure that the company stays on track towards its common goals. Monitoring is also a part of controlling. Whatever happens, as the owners, they should give more attention to ensure that the company is doing well. So, they must understand the overall process. Leading and delegating Leading involves guiding, directing, and motivating employees to achieve organizational objectives. As an effective leader he or she should be able to give advice to the staff in the correct way. The owners of JES Digital Print Ltd should foster open communication with the staff. Because without good communication the employees will not be able to share their ideas and problems with managers. Then how do managers understand the problems and give the solutions for their problems. Which means as an effective leader the owners of this company need to build good communication with the staff. So, they are responsible for leading the staff properly. JES Digital Print Ltd has lost many permanent staff during the last five years, like I said. Which means staff had some issues within the organization. So, it is better to know about the reason for staff leaving in advance. After that they will be able to understand what the problems are and what should be done. If the employees are not doing well in the organization the owners should talk and motivate them. Motivating is useful for everywhere. As a leader he should motivate their team members in any situation. By motivating employees, the employees will work hard for the achievement of the organization. The first thing is Sara, who is training the employees, should understand the employee and if they are not interested in the job, she should motivate them. To motivate them she can give some motivational sessions to the staff and appreciate their work within the organization. Delegating is an essential thing in an organization. It gives the responsibility to employees and teams to do their job. But it does not mean the owners should give all responsibility to the team without any involvement and guidance. As we know Tim has said that their staff are brilliant, and they can find solutions. It is better to believe in their staff but as leaders they should know how to show them the right direction and give advice. Because without guidance employees will not be able to take responsibility. So, Tim, who believes in the staff, should motivate them to take responsibility. In JES Digital Print Ltd the employees do not seem good at their job. That is why they are leaving the company. In that case the owners should understand the situation and they should provide the solutions. As a solution it is better to promote a sense of ownership among employees. Because of that the employees will work hard, and they will do their best for organizational success. It is important to build trust and commitment among employees in this company. By leading and delegating employees like this, they will know about the importance of their job, and they will not leave the job for no reason. Leadership All leaders play a crucial part in the organization. They should guide, motivate, and influence employees for success and the future existence of the company. As a good leader he or she should have self-confidence. Without self-confidence the leaders will not be able to handle the team. Leaders with adaptability and problem-solving abilities will guide their team in a corrective way. Different leadership roles are doing a different job in a company. So, the first thing is known about the difference between those leaderships. It helps to make decisions and take action at the right time. JES Digital Print Ltd has faced these leadership issues. As responsible leaders first they must recognize the problem in their company, after that they should find the solutions and then solutions should be implemented with help from the team. There are two types of leadership. The first one is transformational leadership and the second one is transactional leadership. In transactional leadership the leaders focus on the exchange of rewards and punishments. As leaders of company, they should choose the leadership type which they need to follow. From my point of view, they should follow transformational leadership. If we talk about transformational leadership, it helps to empower followers and encourage them. In this case I think the owners of JES Digital Print Ltd should give more attention to this part of the organization. The owners should have a clear and compelling purpose that guides your actions and decisions to become a transformational leader. Because their biggest problem is the lack of permanent staff members. So, they need to know how to keep the employees in the organization. So, the owners should build strong and trusting relationships with followers. To build relationships, they need to show empathy, respect, genuine interest, and listen actively. Transformational leadership involves inspiring and motivating employees to achieve their goals and a higher level of performance. It helps the employees to improve their personal growth also. It creates positive change and fosters a culture of trust. By following this kind of leadership, the owners will be able to enhance their organizational performance and success of individuals. - 2017 2018 2019 2020 2021 -------------------- ----------- ----------- ----------- ------------ ----------- Total revenue (\$) 5 500 000 6 100 000 6 500 000 7 6000 000 7 700 000 Gross profit (\$) 2 800 000 2 950 000 3 100 000 3 3000 000 3 250 000 Gross Profit (%) 50.9 48.4 47.7 43.4 42.2 Net Profit (\$) 550 000 565 000 570 000 575 000 510 000 Net Profit (%) 10.0 9.3 8.8 7.6 6.6 As you can see this table says how much profit they have made within the organization. Their profit has come down even though the revenue has become high. It does not matter how much revenue they achieve if they cannot make profits. Making profits is very important in an organization to achieve their shared goals. However, JES Digital Print Ltd says their profit has come down because of quality issues and late fulfilment of orders. Which means they have some issues with their products. So, they need to find out, a. b. As we know JES Digital Print Ltd has three peak months a year. During that time, they are hiring temporary staff. So, they must give one month's training to those temporary staff before working in the factory. Which means they must spend extra money on that training. From my point of view, spending extra money is one of their problems of profit decreasing. After the training the temporary staff is leaving also because of some reasons. So, the money invested on them is useless. However, they cannot stop hiring temporary staff. Because in those peak months they are going to be busy with a lot of orders, and they will have a need of extra hands. The leaving of permanent staff is one of the problems of profits decreasing. Because without enough staff they will not be able to make orders on time. As I think the reason for the quality issue is discouraged staff. If the employees are not interested in their job, they will not work efficiently. It is better to provide customer service training to understand the importance of meeting customer needs. In our personal life also if we are demotivated, we will not achieve our goals. In that case the owners of this company can follow some leadership styles to reduce those problems. If they have any issue with the quality of products, they should discuss it with their laborers who are working in this area. After that they will be able to provide solutions. It is better to use new technology to make products of good quality. By introducing new technologies an organization will be able to do its work effectively and efficiently and it helps to enhance employee creativity. In that case they will not need to spend extra money on temporary staff. They can provide training for their staff to get technical knowledge and then they will be able to utilize those employees during peak months. Because machines can work without consuming time and resources, and they will not make mistakes like humans. JES Digital Print Ltd should implement a quality management system (QMS). This (QMS) helps organizations to meet customer needs and enhance customer satisfaction level. The owners can train their employees by organizing programs to focus on quality problems and show how their business's operation works. Before launching the products, the owners should test that their products are of good quality. It helps to recognize how the customer will react and what changes you need to make before launching. Finally, the owners can release their products to customers with good quality. This is not the end of the process. After releasing the products, the owners should get feedback from the customers because JES company has a problem with the products quality. It contributes to understanding what improvements can be made to enhance product quality. By following these steps, the owners of this company will be able to sustain the good quality of their product for a long time. First, the owners should find a solution for late fulfillment of orders by discussing with employees. It is better to communicate with the customer and apologize for the delay. They can apologize for the delay by giving letters and offering solutions. The owners should communicate with their people who are working in the delivery process and then they will be able to find out what the problem is. The owners of this JES company should motivate their employees to work hard for customer needs. Sara, Luis, and Tim should manage delivery expectations. However, it is better to get feedback from customers and employees to understand if they have anything to change or what needs to be done. Leadership styles Leadership styles are doing an imperative job in every organization. They depend on different business circumstances, and the needs of the organization and its employees. As an effective leader who wants the achievement of the organization should follow these leadership styles. By understanding traits, advantages and disadvantages of different leadership styles managers will be able to adapt in every situation and create a positive work environment that helps organizational success and individuals' success also. So, let's see how leadership styles influence JES Digital Print Ltd and how they can become successful using those leadership styles. As we know, this company has lost many permanent staff. Before leaving they gave some reasons. - - - - These employees have given so many reasons. As you can see the employees are discouraged and demotivated with their job. They are not happy with their owners' decisions. It seems they are fed up with their job. So, that is why they are leaving. - Autocratic style In this leadership style a manager or leader has the authority to make decisions himself without any input from team members. This leadership prioritizes command and control over projects, team members in order to accomplish goals and tasks. In JES Digital Print Ltd, Luis is the one who does not believe in their staff. As we know Luis wants his production staff to focus on the production line only. Which means this staff have no idea about the overall process. Because of this the employees feel bored doing the same thing for a long time. Then they will be fed up with their work. By following autocratic leadership, they will not be able to build a good relationship with the employees. In this case the employees will feel that they are not important for the organizational expectations and then they will not work hard to achieve organizational goals. Because the employees cannot even share their ideas and recommendations. So, it will reduce their morale and creativity. From my point of view Luis is following a hierarchical structure. This structure divide employees into different departments and levels can lead to a lack of communication. That is why the employees cannot work in the organization anymore because they feel that they are treated like machines. As a good leader Luis should follow a flexible and adaptive structure to guide their team. By following a flexible structure Luis will be able to give their staff an opportunity to work in different job roles. In that case the employees will not feel bored doing the same thing and they can get a knowledge of the overall process. It is better to provide training to employees to improve their skills within the organization. However, this autocratic leadership contributes to quick decision making. If the organization have to make immediate decisions, they will be able do it without wasting time. By following autocratic leadership, the owners don't need to take ideas and opinions from managers, staff members, and employees. In this case the leader can make the decision as soon as possible. But in this JES Digital Print Ltd owners cannot use this leadership style because they are losing many permanent and temporary staff. If this leadership style continues, the owners will even lose their current staff. Because of this the owners should build good communication with the employees and provide solutions for their problems. Luis should listen to their employees and create a good relationship with them. It will help to solve organizational problems with staff members. They should get ideas from the managers, staff members, and employees because they are the most powerful stakeholders in a company. Sara, Luis, and Tim should let the employees know that they are essential for organizational success. - This leadership style encourages each team member to participate in decision making by sharing their ideas and opinions. A democratic leader evaluates employees' performance and motivates them to grow. In JES Digital Print Ltd the employees have felt that they are not valued by the company. They have said that the owners never make important decisions. Which means they have no chance to share their opinions in decision making and the owners are not listening to them. By following this democratic leadership, the employees will feel that they are included in the decision-making process. So, they will feel they are valued by the company. This sense of value can lead to higher productivity and loyalty to the company. By getting ideas from the staff, the owners will be able to get multiple solutions for their organizational problems. This democratic leadership enhances employee morale, and it helps to build ownership among employees. It encourages collaboration and innovation. When a leader follows a leadership style, he should know what the advantages and disadvantages are. However, this democratic leadership will slow down the decision-making ability. Because the owners should get opinions from team members by organizing meetings. This extra work may contribute to missed deadlines and potential leader burnout. In that case the owners will not be able to make quick decisions when necessary. Not only that, but some employees would also not like to make decisions. So, at JES Digital Print Ltd the owners should know how to choose the right leadership style they need to follow. Because without choosing in advance they will not be able to make the right decision. First the owners should plan together what leadership style they should follow and how it should be done. - This leadership style creates a family work environment within the organization. Following this kind of leadership style, the owners will be able foster a strong relationship and friendly workplace among employees. From my perspective, JES Digital Print Ltd should follow a paternalistic leadership style. Because they should build a strong relationship with their staff. Their staff have felt that they are not valued in the company. If the employees are not confident in the organization, it affects business performance directly. The employees need someone to lead them in a correct way by giving advice and guidance. That is what Sara said. She knows that they need someone to lead the company with a vision. The owners can give more attention to this leadership style because it can lead to a high level of job satisfaction. When employees feel satisfied with their job, they may be more likely to believe in the company's mission and work harder to achieve common goals. This leadership style helps to enhance trust and loyalty within the organization and motivates employees to work hard to achieve their professional goals. Because they view employees as family members. As we know Sara is recruiting temporary staff and organizing their training. So, she should understand whether they have any problems, or they are unhappy in the organization. For that she can foster a strong relationship with employees and create a positive work environment by following this paternalistic leadership style. In this company the staff members are demotivated and fed up with their work. So, it is better to provide motivational and entertaining programs to make the employees happy and feel confident. They can provide self-care insurance and a sense of security for employee well-being. By doing these kinds of things, the employees will feel that they are valued and respected in the company. - Laissez -- faire leadership provides freedom and autonomy to their followers to make decisions and complete tasks with minimal guidance. In that case the owners give employees high decision-making power. However, to follow this leadership style employees must be experienced, self-motivated and creative thinkers because the owners are not going to show direction to them. By following this leadership style, the owners will be able create a relaxed work environment. When the employees feel relaxed in the organization, they can work with low pressure. It leads to higher job satisfaction and productivity. The employees are responsible for their success when the leaders are following laissez-faire leadership. As I think Tim is following laissez faire leadership. That is why he seeks ideas from his staff and thinks that his staff will find the solutions. However, this leadership style is not suitable for JES Digital Print Ltd. As a company which is making losses and losing staff they cannot work without a structure. In that case the owners cannot give responsibility to the employees without any involvement. As effective leaders Sara, Luis, and Tim should guide their employees by motivating and showing direction. Because some individuals lacking guidance may become overwhelmed and not meet their goals. For a successful business the owners should have a better structure. In JES company the owners should follow a flexible structure to guide employees properly and make quick decisions when necessary. So, the employees in this company need support to achieve their goals and become successful again. - Setting objectives is doing a critical job in an organization. It helps team members to understand what needs to be achieved. By setting objectives, a company will be able to progress and plan for the future. So, JES Digital Print Ltd should give more attention to this setting objectives part because it helps to establish expectations for employees and manage them. Before setting objectives, the owners should understand how to set objectives. First, they need to simplify the goals and then explain them to the employees. In that case the owners of this company can motivate their employees by showing stretch goals. As an example, if their goal was to produce 5000 products in a day, their stretch goal could be 5500. This stretch goal helps to motivate employees towards success and complete goals. In this JES Digital Print Ltd the owners should motivate their employees by appreciating their hard work. If the employees are demotivated in the company, the owners can provide programs to motivate them and arrange parties, dinners, and activities. The employees can be given opportunities to improve their personal growth. By doing these kinds of things the employees will be able to work in the company with commitment. - Decision making is a very important management and leadership skill. Before doing anything, we should find out how to do it and what is the correct way to do that.  Decision making is a process of choosing between possibilities. In this case the owners of JES Digital Print Ltd should make decisions together. Because they cannot make different decisions in the company. Before making the decisions, the owners should understand the situation and then they can determine what should be done. Sara, Luis, and Tim must make informed decisions that align with organizational goals. First, they should understand who is affected by the decision and then they will be able to get support to make the decision. It helps to create a constructive environment. As effective leaders Sara, Luis, and Tim should manage implementation of policies and procedures while making decisions. The owners of this company should ensure that employees communicate and understand policies and procedures. Then they will be able to include their staff in this decision-making process. Team building is creating a cohesive and collaborative team environment. Team building is very beneficial to businesses and organizations. Team building increases open communication, planning skills, employee motivation, valuing and supporting others, and employee collaboration. In JES Digital Print Ltd the owners should give priority to team building. Because as we know the employees in this company are frustrated and they have no idea about the process. They are leaving the company because of so many reasons. So, first the owners can use this team-building skill to enhance a good relationship with the employees and then they will be able to provide solutions for their organizational problems. The owners can facilitate team building by organizing activities, entertaining programs, competitions, and celebrations. By doing these kinds of things they will be able to include all employees in the working process and get to know each other better. Sara, Luis, and Tim should foster valuing and supporting each other during this team building process. If the employees have knowledge about the overall process, they will be able to support each other to do their work efficiently. - Leading by examples means guiding individuals through your behaviors and motivating them to do the same as you. Leading by example can create a positive work environment filled with trust, confidence, and purpose. In JES company the owners need to lead their employees by examples because the employees say that the owners can never make any important decisions. Which means they do not believe in their owners. So, first the owners should build trust within the organization and come to work with energy. If a leader is following the rules in a correct way, the employees will follow the rules. That is how a leader can lead their employees by examples. To build trust within the organization the owners can use emotional intelligence. It helps to show empathy, understanding, and active listening. In this company Sara, Luis, and Tim should use this emotional intelligence as effective leaders to build good relationships and create a supportive work environment. Then they will be able to provide solutions for their employee problems and profits decreasing problems. - It involves getting advice and ideas from team members and stakeholders before making decisions. Actually, this is very important in an organization to solve problems effectively and efficiently. By getting advice from team members the owners will be able to get multiple solutions for their problems. As a company which is making losses JES should listen to their employees and include them in decision making process. It empowers employees and fosters a sense of ownership within the organization. By doing this the employees will feel that they are important to organizational success. CONCLUSION As we know JES Digital Print Ltd is making losses and losing their staff very badly. First the owners should follow a better leadership style to improve their organizational performance. Then they need to plan what should be done and how it should be done. Because without a plan the owners will not be able to achieve their goals with the support of employees. Sara, Luis, and Tim should come to one opinion and then they can include employees to decision making process. It is very important to get ideas and opinions from managers, staff members, and employees to make decisions because they are the most powerful stakeholders in the company. As effective leaders the owners of this company should give priority to employee satisfaction. Because the employees should feel confident and comfortable with their work. So, the owners should build good communication and relationships with team members by following a good leadership style. Sara, Luis, and Tim can motivate their employees to achieve their shared goals by organizing programs and activities. They should provide opportunities for the personal growth of employees. Sara, Luis, and Tim should follow an effective leadership style to provide solutions for their profit decreasing. The owners should build trust and respect within the organization because the employees are not feeling good in the organization. As good leaders they should think about their employees' well-being and their success. Sara, Luis, and Tim should give more attention to getting feedback from customers and employees because it helps them to understand that they have some problems with their product or delivery. Finally, the owners should ensure that tasks are completed, deadlines are met, and shared goals are achieved efficiently. References ========== www.mindtools.com. 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