Analysis of Team Structure and Communication Styles

The provided assignment is a collection of research papers and articles that explore different aspects of team structure, communication styles, and their impact on organizational performance. The studies cover topics such as team formation, leader communication styles, demand-side management in smart grids, and the role of motivational interviewing in implementation coaching. The analysis provides insights into how team dynamics and communication styles can be optimized for better outcomes.

Employability Skills

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) Developing set of responsibilities and performance objectives..............................................1
b) Own Effectiveness against the defined objectives..................................................................2
c) Recommendations for improvement in appraisal system.......................................................3
d) Motivational techniques used in improving quality of performance by employees...............4
TASK 2............................................................................................................................................4
a) Solutions based on work problems.........................................................................................4
b) Communicating to various levels using effective methods....................................................5
c) Effective time management strategies....................................................................................7
TASK 3............................................................................................................................................8
a) The roles individuals play in teams and they work together to achieve shared goals............8
b) Analysis of team dynamic.......................................................................................................9
c) Alternative ways to complete project and attain goals...........................................................9
TASK 4..........................................................................................................................................10
a) Tools and methods for developing solutions to issues..........................................................10
b) Appropriate strategy for resolving the identified issues.......................................................11
c) Impact of implementation of strategy on business................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
These days it is very important for an individual to have basic skills which will enable
him in accomplishing task in a effective manner. There are a set of abilities which are required in
an individual as to enable him in getting employed. These basic skills are also known as
foundation capabilities, they assist person in performing task in very effective manner.
Organisation look for people who have certain skills as to ensure that individual is capable
enough to justify the job profile which will be given to him (Andrews and Russell, 2012). The
manager at the time of recruitment analyse a candidate to find out some basic abilities which are
called as employability skills. This report is based on Mark and Spenser which is a well known
retailer of clothing and food in UK. The project will state about various roles and responsibilities
of individual working in the company. There are different problems which are there at workplace
which will be addressed by time management strategies as well as communicate them to the
various levels of management. It is very important to set goals and objectives for individuals
which will be stated. This report will also aid in gathering more knowledge about told and
techniques which can be used for developing solutions.
TASK 1
a) Developing set of responsibilities and performance objectives
In an organisation there are different types of job profiles which enable individuals to
work in a set limits and perform specified task. Mark and Spenser is one of the fastest growing
retailing group which requires a workforce that is aware of the duties and task which needs to be
fulfilled by them (Maon, Lindgreen and Swaen, 2010). Also, these employees are responsible for
delivering services to consumers. Being a manager in Mark and Spenser there are certain roles
and responsibilities which needs to be fulfilled. They are stated in the Job description stated
below:
Job Description
Organisation Name Mark and Spenser
Designation HR assistance
Location London
Reporting HR manager
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Roles and responsibilities The task required to be achieved are:
 Conducting recruitment drives
 Training of new and existing personnel
 Overlooking the requirements of staff
deployed in stores
 Motivation level of individuals
Working hours 10am to 6:30pm
Salary 8,000 Pound/month
Working Facility Flexible working hours, Leave for sickness and
events, transport expenses, etc.
There are certain performance objectives which are required to be achieved in order to
ensure that all task are properly accomplished. These will aid in improving performance and
enhance my own working capabilities:
 Understanding the needs and wants of employees working in stores.
 Reducing the turnover rate to 4%
 Enhancing my own efficiency rate by 3%
 Sorting out grievances in faster manner (reducing time taken to 4-5 days instead of 15
days)
These are the stated objectives that are required to be achieved for enhancing the working
capabilities and performance in a set period of time (Arendt and Brettel, 2010). The judgement
will be recorded by conducting a survey which will provide fair feedback from seniors and
juniors. This will enable Mark and Spenser in developing a better workforce.
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b) Own Effectiveness against the defined objectives
It is very important for people to set targets as this enables them in following a path
which enhance their skills and abilities. They also assist person in evaluating his performance
against the objectives. The position which is designated to me needs a person who has very good
interpersonal, analysis and researching skills (Juan, Gao and Wang, 2010). As this will allow him
in performing the task of compensation, recruitment and communicating valid information.
There are certain activities that are required to be to evaluate effectiveness of activities.
As a HR assistant, there are different roles and responsibilities which are required to be
fulfilled. All of the duties are required to be performed in a very effective manner so that other
employees can be motivated by giving own example. The methods which will be used for
evaluating my own capabilities and effectiveness against desired objectives are stated below: Reports: There are different types of reports which are prepared throughout the year. The
annual report, half yearly report are the ones which shows what variances are there. Such
as vacant positions, employee turnover and overall performance (Harris and Jones, 2010).
For evaluating my own performance I will rely on my appraisal which will be conducted
by the HR manager and allow me to check where I stand against the set goals. Feedback from co-workers and circles: This is the best method which assist in
identifying variances which is noticed by people around me.
 Guidance from senior managers: The superiors will assist in rectifying the issues which
might create problem in delivering performance at par with requirements.
c) Recommendations for improvement in appraisal system
No system is perfect and there are loopholes in every process. The current appraising
processes or it can be called as a evaluation method has certain loopholes which needs to be
rectified in order to attain a higher level of accuracy. It has to be updated for introducing changes
and overcome issues in future. The recommendations for introducing changes for improving
appraisal system are as follows: Enhancing accountability and transparency: This is a process which have impact on
employee performance and abilities. If he is not involved in the whole activity then he
would not know on what criteria he has to improve. It is very important to ensure that
there is a specified level of accountability in the system and also transparency so that he
known where he is lacking and how he can improve.
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 Changing methods: Currently company is using grading system which do not covers all
the aspects of an employee performance (Rao, Savsani and Vakharia, 2011). There are
certain parameters which have to be justified in order to ensure that all area's are reflected
in the report. The 360 degree method will assist managers in appraising individual more
effectively.
 Integration of motivation techniques: The apprising system is becoming a negative
activity and there is requirement of a motivation technique which can be used for
motivating individuals as to analyse themselves and boost their capabilities.
These are the recommendations which will be given to improve current appraisal system.
If they are implemented and streamlined then it will assist company in enhancing employee
abilities and productivity (Bertsimas, Nohadani and Teo, 2010). It is very important to ensure
that workers achieve a good growth rate in their personal and professional life as this will make
sure that they are satisfied and motivated.
d) Motivational techniques used in improving quality of performance by employees
There are different types of methods which are required to be used by companies in order
to attain a better employee motivational level. It is very important to have a workforce which is
ready to face all problems head on and ensure that task are completed in a specified time period.
As stated by McGregor, in every organisation there are two types of employees. The X type of
people do not like working and hate responsibilities, that is why the manager has to adopt a
authoritarian style (Logenthiran, Srinivasan and Shun, 2012). He has to use punishment and
incentives to motivate these types of individuals. While on the other hand there are Y type of
people who need more responsibilities and promotions in order to grow more that is why
participative method is used to motivate them. Hence a manager has to use different types of
techniques for improving the quality of work. The methods used in Mark and Spenser are: Training and development: This prepares individuals to face the future which might
hamper their capabilities. It enhances their skills and abilities and ensure that all task are
completed in a set period of time. Facilities: There are different types of amenities or support that has to be extended to
employees. This motivates them to work more effectively and efficiently. These facilities
make them more loyal towards the organisation and makes them more responsible.
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 Incentives and rewards: These are the monetary and non financial rewards which are
given to individuals who perform extremely well.
TASK 2
a) Solutions based on work problems
There are different types of problems which are identified in the company. These need to
be addressed in a very effective manner as this will ensure that no capability is hampered and all
task are accomplished at par with requirements (Teece, 2010). The work based problems causes
demotivation and leads to issues which might result in conflicts between workforce and
management. The identified issues in the company clothing segment are stated below:
 Sewing defect
 Colour defect
 Sizing defects
 Fabric defect
These work based issues are related to the quality standard that has to be maintained by
the company. As these will lead to customer dis-satisfaction and lower down the retain ship rate.
It will also have major impact on employees (Hartman and McCambridge, 2011). The following
are the solution to the issues which are mentioned below: Training and development to workers: It is very important to train the operators at the
basic level as this will assist in standardising whole work. If the workers are qualified and
skilled, then they will perform as per the requirement of company and ensure that all task
are completed in a set period of time. Supervision: The managers need to supervise all the activities taking place in a work
place. This provide guidance to employees and any mistake is rectified in due time. Standardisation of work: New policy and framework is required which will ensure that
company is able to rectify any issues in the final clothing product.
 Team building: This is a process which is used as a method to train people more
effectively. When individuals are put into teams, they share idea's which enables them in
understanding others perspective and work more innovatively.
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b) Communicating to various levels using effective methods
Managers need to ensure that information is shared to all levels of organisation. It aids in
lowering down the confusion level that exist between employees and allows them to use their
full potential to achieve desired targets (Smith, 2011). The top management needs to be informed
by using formal methods. Usually in the company board meetings and conventional events are
organised. Various discussions are conducted which allows in increasing the level of
understanding that persist between employees and management.
There are different styles which can be used by managers for informing individuals who
are working at various levels. The first one is stated to be promoter style which is used to inform
the top management of organisation. these are usually done by using Formal letter and reports.
Then there is analyser style where middle level managers are informed by emails and other sort
of notifications. Even the final reports of events are stated to them as a part of communication.
Then there are third style where lower level workers are informed by using Memo’s. it is a
effective way of informing them regarding changes.
The middle level managers need to be communicated by reports and final statement of
various events that have been conducted. Also, E-mails are used to send out all required
information to the individuals. The issues which were identified at lower levels and that is why
they need to be informed. The tools used for this are Memos, Email and Formal Letter.
The examples are given below:
LETTER
Name
Address
July 20, 2017
The Senior manager
Marks and Spenser, London
Respected Sir
With due respect, there are certain issues which have been identified in our system and they
need to be addressed as to enhance customer satisfaction and quality of our products. The prime
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issues are:
 Sewing defect
 Colour defect
 Sizing defects
 Fabric defect
These issues need to be rectified by training, supervision, standardisation of activity and team
building. Also there is need to installing new communication channel which will improve
connectivity between various facilities.
Sincerely
Name
EMAIL
To
The Department Heads
Mark and Spenser
Date: 31st August 2017
Subject: Issues in the clothing line.
Respected
This has come into notice that there is changes in the level of quality of clothing line of
company. Primarily four issues have been identified and they are Sewing defect, Colour defect,
Sizing defects, Fabric defect. These problems need to be removed by providing training to
people and standardisation of whole process. Please look into the matter. You will be informed if
there are any actions.
From
Quality department
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MEMO
Marks and Spenser
To: Staff
From: Senior manager
Date: 20th July 2017
Re: Issues in Quality
This memo is written to inform you all regarding certain changes that will be there in the
system. There is issues in the quality of clothing line that has to be updated and fixed. There are
few action which will be taken in due time and the company wants you to support this initiative
as to ensure that all task are achieved with flying colours.
c) Effective time management strategies
There are different types of strategies which are used for managing and using time in a
effective manner. They are considered to be a important tool as they assist management in
completing various task in an efficient manner. The time management strategies aids in
developing a system where every activity has to be completed in a specified time period or else it
wont be effective enough (Hicks, 2011). Overall, there is requirement of planning that will assist
managers as well as employees in following a well established path. This will aid in boosting
performance of individuals and provide a blueprint that can be implemented. These strategies
allow them lowering down the level of wastage. They are stated below:
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Source 1: Calvin, 2013
They are described below: Proactive: These are the strategies which allow individuals in involving every single
party in a proactive manner (Dimotakis, Davison and Hollenbeck, 2012). It is essential to
make sure that each task is properly defined and a set period is given to every activity. Focus: The manager has to focus on the most important task as this will enable him in
increasing the efficiency and effectiveness. Delegation: The work has to be divided between people so that every activity is
completed with specialisation. Planning: there is requirement to prepare a plan which will set a path for individual and
ensure that any market shock is adjusted. To do list and Priorities: These are prepared as to prioritise all the activities a s per their
importance.
 Organisation and Streamlining: This is a strategy which is adopted when there is new
changes introduced. It assist in organising resources and streamlining whole process.
TASK 3
a) The roles individuals play in teams and they work together to achieve shared goals
There are different types of roles which are played by people in a team. The prime aim
behind formation of a formal group is that it assist in creating shared goals and ensure that all
efforts are directed towards the same target (Kor and Mesko, 2013). The roles played by team
members are stated below:
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 Resource co-ordinator: He is the on who is responsible with managing and allocating
various resources which are provided by company to accomplish a task. Communicator: He is responsible for information management. He has to keep the flow
of information in team and outside of team. Evaluator: He is the person who keep on evaluating various activities being undertaken
by members. Leader: The person who leads everyone by example has to ensure that all task are
completed in a specified manner. He oversees every task and provide guidance.
 Co-ordinator: There are various resources and activities which are involved. A
coordinator is the one who manages and creates a link between different programmes.
b) Analysis of team dynamic
A team is formed with an aim of completing specified task. It aids company in attaining
its desired level of objectives in an efficient manner. It is a concept where different individuals
are brought together as to accomplish certain task (Hettema and et. al., 2014). They differ on the
basis of qualities, skills and capabilities. Also they share a different style of learning as well as
leadership which can create major issues between individuals. The managers has to ensure that
these factors are managed in an effective manner so that all task are completed without any
hassle. This is why it is very vital for manager to understand dynamics of team effectively.
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Source 2: Dave Mattson, 2017

There are different types of issues which need to be addressed in order to ensure that all
resources provided to them are effectively and efficiently used. This will keep their multi tasking
and flexibility at par with requirement (Baker and Henson, 2010). The managers need to
approach team formation with a caution ad it has to be done without any conflict. It is very
important to monitor them so that performance can be enhanced.
c) Alternative ways to complete project and attain goals
It is very important for individuals to ensure that all task are completed in a set time
period and different methods are used as to effectively and efficiently. It is a systematic way
which is used for establishing a collaborative approach towards achievement of task and
increasing productivity. There are different methods which are used and followed: Participation: This is a prime method which is used for increasing performance of
employees. It is a very effective technique which allows individuals in engaging
members, it allows them to participate in decision making and proof their own worth. Empowerment: The managers need to identify the skills of members as this will allow
him in forming a team. It will also assist in empowering different individuals. The
knowledge of people will also increase and it will allow them in exploring more
programs and activities to accomplish task more innovatively (Dimotakis, Davison and
Hollenbeck, 2012). It will allow them in taking better decisions and overcome situations
that are difficult.
 Feedback: This is another method which makes activities and goals achievement more
efficient. Senior manager provide their valuable feedbacks and assist in rectifying
variances.
TASK 4
a) Tools and methods for developing solutions to issues
There are different types of issues which are there in the company and has to be
addressed in a effective manner. The methods which will be used is as follows: Brainstorming: This is a most effective method which is used to identify a method where
result is achieved after major discussion (Benson, Morgan and Filippaios, 2014). There
are various sessions which take place before any decision is made.
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 Mathematics: It is a very effective tool which is used for developing solutions where
issues are in quantified nature. It is used for solving complex issues which requires a
numerical approach. This is a method which is used for standardising flow of
communication and decision making. Trail and error method: It is a very popular method used by individuals in rectifying
issues in the existing method by running trial. This assist managers in reducing the
chances of any failure.
 Heuristics: The methods requires experience and expertise. It is very complex but it
assist in gaining effective results. This is not very effective technique but it allows user in
solving daily basis issues and ensure that all easy problems are rectified.
These are the methods which are used by managers as to ensure that all task are
completed in a set time period. They allow individuals in addressing issues which can hamper
organisation ability to serve larger market effectively (Kor and Mesko, 2013). The company also
uses an open house to get the right result as there are various types of suggestions and idea which
assist in improving quality of services.
b) Appropriate strategy for resolving the identified issues
These issues need to be sorted out in a effective manner. There is production of lower
quality clothing goods which has to be updated by a policy change. The company has to ensure
that all problems are rectified in a set time period. The strategy which will be followed is stated
below:
 First, the manager will need to prepare a training schedule for workers in the factory as
the issue is at their point.
 Second, he needs to conduct the training procedures. It will take few days and whole
activity will be conducted in batches.
 Third, Workers will have to work in the supervision of their managers who will look after
the mistakes made by them.
 Fourth, a quarterly assessment will be conducted to evaluate the effectiveness level
(Hicks, 2011). This will allow in improving performance of individual and rectifying
variances.
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c) Impact of implementation of strategy on business
A plan of action has to be implemented in a set period of time so that its good effects can
be gained. It will assist Mark and Spenser in sorting out the problems that are taking place in its
clothing line. All the aspects has to evaluated in order to ensure that there are no variances that
will lead to shortcoming. Every single change that will be introduced has to be communicated in
a effective manner. It will assure that employees are able to deliver higher level of performance.
The training and other activities will increase the overall cost for company but it will make
process more efficient in future.
Basically, the changes which are required in the company at present are qualitative in
nature and has to be implemented in a effective manner. The customers will be satisfied at the
end as quality of products will also be improved (Hettema and et. al., 2014).. The whole activity
needs to be properly managed. There will be financial issues but the managers have to find a
quantitative solution to that problem. At present, the organisation is facing issues in its clothing
line which will be dealt with raining and supervision.
CONCLUSION
The report covers different aspect which are causing issues to the organisation. Every
individual in the organisation has to be made aware about his roles and responsibilities. The
workers have to be trained for improving quality of services. Their managers have to ensure that
their motivation level is at par with requirement. There are techniques which enables individuals
and managers in effectively evaluating problems and implementing solution in organisation.
Training, team building and supervision is required at present. All the gaps have to be filled and
a synchronisation will enable personal in performing task more effective manner.
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REFERENCES
Books and Journals
Andrews, G. and Russell, M., 2012. Employability skills development: strategy, evaluation and
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Arendt, S. and Brettel, M., 2010. Understanding the influence of corporate social responsibility
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pp.1469-1492.
Baker, G. and Henson, D., 2010. Promoting employability skills development in a research-
intensive university. Education+ Training, 52(1). pp.62-75.
Benson, V., Morgan, S. and Filippaios, F., 2014. Social career management: Social media and
employability skills gap. Computers in Human Behavior, 30. pp.519-525.
Bertsimas, D., Nohadani, O. and Teo, K. M., 2010. Robust optimization for unconstrained
simulation-based problems. Operations research. 58(1). pp.161-178.
Dimotakis, N., Davison, R. B. and Hollenbeck, J. R., 2012. Team structure and regulatory focus:
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p.421.
Harris, A. and Jones, M., 2010. Professional learning communities and system
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Hartman, J. L. and McCambridge, J., 2011. Optimizing millennials’ communication
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Hettema, J.E., and et. al., 2014. Parallel processes: using motivational interviewing as an
implementation coaching strategy. The journal of behavioral health services &
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Hicks, J. M., 2011. Leader communication styles and organizational health. The health care
manager. 30(1). pp.86-91.
Juan, Y. K., Gao, P. and Wang, J., 2010. A hybrid decision support system for sustainable office
building renovation and energy performance improvement. Energy and buildings. 42(3).
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Kor, Y. Y. and Mesko, A., 2013. Dynamic managerial capabilities: Configuration and
orchestration of top executives' capabilities and the firm's dominant logic. Strategic
Management Journal. 34(2). pp.233-244.
Logenthiran, T., Srinivasan, D. and Shun, T. Z., 2012. Demand side management in smart grid
using heuristic optimization. IEEE transactions on smart grid. 3(3). pp.1244-1252.
Maon, F., Lindgreen, A. and Swaen, V., 2010. Organizational stages and cultural phases: A
critical review and a consolidative model of corporate social responsibility
development. International Journal of Management Reviews. 12(1). pp.20-38.
Rao, R. V., Savsani, V. J. and Vakharia, D. P., 2011. Teaching–learning-based optimization: a
novel method for constrained mechanical design optimization problems. Computer-
Aided Design. 43(3). pp.303-315.
Smith, P. B., 2011. Communication styles as dimensions of national culture. Journal of Cross-
Cultural Psychology. 42(2). pp.216-233.
Teece, D. J., 2010. Business models, business strategy and innovation. Long range
planning. 43(2). pp.172-194.
Online
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Calvin, 2013. [Online]. Available through:<http://www.newgre.org/uncategorized/study-tips/>.
[Accessed on 31st August 2017].
Dave Mattson. 2017. [Online]. Available through:<https://www.sandler.com/blog/6-benefits-of-
teamwork-in-the-workplace>. [Accessed on 31st August 2017].
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